Commercial Cards for Accounts Payable

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Merryl Jennings
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1 Commercial Cards for Accounts Payable MGFOA 2010 Fall Training Institute September 20, 2010 Donovan Shand Vice President Global Corporate Product Management Comerica Bank Topics for Discussion Current Trends About Commercial Cards Card Opportunities Card Challenges Recommendations 1

2 Payments Landscape: B2B Electronic Payments Continue to Grow Current annual opportunity in US amounts to approximately $36 trillion ** Disbursement types Broken out by Volume* B2B Payments transaction amounts by type over time** 74% of B2B Payments 15% of B2B Payments 6.8% of B2B Payments 2.2% of B2B Payments * AFP 2007 Payments Survey ** Source Celent, 2007 B2B Payment Trends in US 3 3 Accounts Payable Solutions HIGH ACH $ Ticket Size Accounts Payable Card Solutions Traditional Purchasing Card LOW LOW Strategic Importance / Level of Control Required HIGH 4 2

3 Forces Driving Accounts Payable Card Solutions Shift Toward Electronic Payments Demand for New Commodity Categories New Accounts Payable-Based Spend Solutions Expanding Program Charters & Role of Accounts Payable Pressure from Current Economic Environment 5 Topics for Discussion Current Trends About Commercial Cards Card Opportunities Card Challenges Recommendations 3

4 Commercial Card Benefits Streamline entire procure-to-pay process: Ordering Invoicing Reconciliation Payment Reporting Control spending through flexible controls and limits Improve Spend Compliance Increase Sourcing Effectiveness Integrate into Financial Systems Save time and money Track spending with custom reports Accepted at millions of locations worldwide Purchasing Card Spending in North America (in $ billions) RPMG Research,

5 Government Programs Number of Cards Average Monthly Spend Transactions < $2,500 Transactions $2,500 - $10,000 % Change Large Cities & Counties (> 1,000 employees) - 20% - 6% + 16% + 90% Small Cities & Counties (< 1,000 employees) + 13% + 11% 0% + 14% RPMG Research Corporation, 2010 Traditional Purchasing Process 2. Employee sends requisition with manager s approval 3. Purchase order is approved 1. Employee needs to order supplies 6. S uppliesare delivered to requestor 4. Copy of pu rchase order 6. Packing slip Purchasing Receiving Dept 5. Order is sent to the receiving dep t and invoice is sent to the A/P Supplier 8. Supplier is paid A/P Dept 7. Reconciles and issues check to supplier Bank Req to Check typically involves a three-way match 5

6 Re-engineered Purchasing Process 1. Cardholder needs to make a purchase 4. Cardholder receives statement, reconciles and forwards it to A/P 2. Cardholder places order with supplier and pays with card 3. Supplier takes order, enters card in POS terminal for authorization and sends order to cardholder Comerica G/L 5. A/P receives reconciliation, posts transactions to g/l and pays the Issuer Requisition, Purchase Order and Invoice may all be eliminated Topics for Discussion Current Trends About Commercial Cards Card Opportunities Card Challenges Recommendations 6

7 Transaction Cost Comparison Cards can contribute up to $50 savings per transaction Accenture, 2007 Efficiency Opportunity Average savings per transaction: $71 Generates approximately $38 billion per year in process cost savings in North America 72% reduction in procurement cycle time 26% of respondents use spend data to obtain higher discount for goods/services 61% of respondents estimated the need to hire additional staff if card was eliminated RPMG Research Corporation,

8 Yet Significant Opportunity for Improvement Remains Typical Card program captures only a fraction of potential corporate spend volume Majority of card programs capture less than 5% of indirect spend The average card using organization puts only 37% of spend under $2,500 on the card and less than 19% of spend from $2,500 - $10,000 on the card The average organization has the potential to more than double the number of under $2,500 transactions paid for with a purchasing card and increase by fourfold the number of $2,500 to $10,000 transactions paid for with a card. RPMG 2007 Benchmarking Study Topics for Discussion Current Trends About Commercial Cards Card Opportunities Card Challenges Recommendations 8

9 Fraud and Misuse RPMG Research 1 $80 loss per $1million Corporate spend (.008%).005% for Government/Not-for-Profit 67% of incidents resulted in no direct loss 76% of total loss concentrated in 2% of respondents Association for Financial Professionals 2 13% of organizations experienced attempted or actual fraud 67% realized no loss Purchasing Card Benchmark Report AFP Payments Fraud and Control Survey Supplier Acceptance >50% of buyers say that >75% of U.S. suppliers accept card Suppliers cite prompt and guaranteed payment as key benefits of card acceptance 61% of buyers report that supplier resistance is an issue NAPCP/First Annapolis,

10 1099 Reporting Changes 2010 no changes 2011 IRC Section 6050W Acquirer impact only 2012 IRC Section 3402(t) Government agencies must report all payments made Withhold 3% for every payment Top Implementation Challenges Aberdeen Group,

11 Topics for Discussion Current Trends About Commercial Cards Card Opportunities Card Challenges Recommendations Recommendations for Action Establish Commercial Cards as the standard means of conducting business with key suppliers Seek support from your card provider to overcome supplier resistance Conduct regular spend analysis to identify additional categories to target for cards Integrate Commercial Card systems with other transaction systems (procurement, A/P, G/L) Aberdeen Group,

12 Diagnostic Resources Transaction Size Distribution Used to determine an appropriate threshold for card transactions Goal Review Review metrics that measure program progress Merchant Match Tool Highlights current vendors that accept cards Enhanced Merchant Reporting Identifies card payments that require 1099 reporting Captures card spend with disadvantaged suppliers Summarizes activity by supplier to negotiate discounts Value Calculators Calculate potential benefits for Buyer and Suppliers Optimizer Identifies spend potential, savings opportunity and suggests actions to take to improve efficiency and increase spend A/P File Review Can be used to identify: who buys goods/services below card threshold expense categories not yet paid by card suppliers paid multiple ways (check, ACH plus card) suppliers to target for card payments Seven Habits of Highly Effective Programs 1. Implement supportive policies 2. Import and integrate data 3. Train, train, train 4. Use a variety of card types 5. Leverage the data for discounts 6. Optimize and benchmark often 7. Invest in your Program Administrator RPMG Research Corporation,

Driving Savings to Your Bottom Line

Driving Savings to Your Bottom Line Commercial Cards Best Practices November 14, 2012 1 Speakers Mark Sievert, Senior Global Treasury Advisor, Silicon Valley Bank Moderator Robert O Connor, Senior Global