EMC CAPTIVA + APXCELERATOR ACCOUNTS PAYABLE SOLUTION

Transcription

1 EMC CAPTIVA + APXCELERATOR ACCOUNTS PAYABLE SOLUTION State-f-the-art accunts payable autmatin slutin ABSTRACT This white paper explains hw t achieve state-f-the-art accunts payable autmatin, ptimize yur accunts payable prcesses, and reduce time t pay with EMC Captiva + ApxCeleratr Accunts Payable Slutin. August, 2014 EMC WHITE PAPER

2 T learn mre abut hw EMC prducts, services, and slutins can help slve yur business and IT challenges, cntact yur lcal representative r authrized reseller, visit r explre and cmpare prducts in the EMC Stre Cpyright 2014 EMC Crpratin. All Rights Reserved. EMC believes the infrmatin in this publicatin is accurate as f its publicatin date. The infrmatin is subject t change withut ntice. The infrmatin in this publicatin is prvided as is. EMC Crpratin makes n representatins r warranties f any kind with respect t the infrmatin in this publicatin, and specifically disclaims implied warranties f merchantability r fitness fr a particular purpse. Use, cpying, and distributin f any EMC sftware described in this publicatin requires an applicable sftware license. Fr the mst up-t-date listing f EMC prduct names, see EMC Crpratin Trademarks n EMC.cm. VMware are registered trademarks r trademarks f VMware, Inc. in the United States and/r ther jurisdictins. All ther trademarks used herein are the prperty f their respective wners. Part Number H

3 TABLE OF CONTENTS EXECUTIVE SUMMARY... 4 STRENGTHS OF THE ACCOUNTS PAYABLE SOLUTION... 4 PROCESSES... 4 SUMMARY OF APXCELERATOR FUNCTIONAL CAPABILITIES... 5 Image Capture System EMC Captiva Invice Capture... 5 Business Prcess Autmatin... 6 Enterprise ERP Integratin... 8 Metrics Cllectin, Operatins Dashbard and Histry Reprting... 9 EMC FOUNDATION Image Capture Subsystem Archive and Business Prcess Applicatin Server: xcp applicatin

4 EXECUTIVE SUMMARY This dcument is designed t prvide a high level summary f the features f EMC s Captiva Invice Capture + ApxCeleratr Accunts Payable Slutin and prvides sme cmpatibility infrmatin. The functinally rich and prven accunts payable autmatin slutin is built n EMC Captiva and Dcumentum xcp. STRENGTHS OF THE ACCOUNTS PAYABLE SOLUTION Built n a highly scalable and stable capture and enterprise cntent management platfrm frm EMC, whse viability and stability are unquestined in the Enterprise Cntent Management (ECM) systems landscape Accelerates accunts payable prcesses and enhances the user experience utilizing established enterprise level accunts payable business prcesses fr validatin and exceptin handling, PO matching, and nn-po GL cding and apprval Offers rich ut-f-the-bx accunts payable capabilities, is highly cnfigurable, and prvides cmprehensive cntent and transactin management capabilities allwing risk free expansin and easy integratin with any enterprise system Has prven ability t integrate with multiple ERP systems (Oracle, SAP, PepleSft, JDE, and thers) utilizing a flexible ERP integratin apprach Highly functinal right ut f the bx, and is technically scalable t meet any cmpany s dmestic and glbal accunts payable prcess requirements Supprts cmplete dashbard and reprting capabilities -- giving valuable insight int all aspects f accunts payable prcesses including detailed invice tracking, prcess exceptin/hld bttlenecks, and payment cycle time metrics Optinally includes an integrated Supplier Prtal ffering vendr self-service fr invice creatin and payment status inquiries allws supplier/vendr invice status inquiry withut having t call/ an accunts payable specialist. Vendr inquiries typically disrupt the accunts payable wrkday and lead t lw prductivity PROCESSES APxCeleratr cnsists f fur primary prcess flws: Image capture (Captiva): the fcus f this step is strictly n image and index value quality: make sure it matches what is n the invice. APx des nt expect the mail rm r scan rm peratrs t understand and fix accunts payable exceptins Invice Validatin and Exceptin Prcessing (Dcumentum xcp): the fcus f this step is n accunts payable exceptins. The step prceeds by finding them, lgging them t the reprting database, and feeding them t an accunts payable specialist t reslve. Determining and reslving exceptins is perhaps the mst pwerful functin in the slutin. (Nte: If EMC Captiva Invice Capture is sld nly as a capture cmpnent ffering, then the invice validatin prcess is handled within EMC Captiva Invice Capture. Otherwise, the invice validatin and exceptin prcessing ffered by the end-t-end slutin with EMC Captiva Invice Capture + ApxCeleratr is handled via Dcumentum xcp). Example exceptins are: Invalid PO number Invalid r missing vender infrmatin Duplicate invice Missing receiver data when we need t perfrm a 3-way match Missing key invice data (ttal, date, etc.) Other (APx includes ver 15 pre-defined exceptin checks and crrespnding exceptin queues) PO Matching (Dcumentum xcp): the fcus f this step is matching invice detail lines t purchase rder detail lines (2-way match) r t purchase rder detail and receiver detail (3-way match). The slutin ffers an autmatic line matching (ALM) prcess that will attempt t match all lines n an invice autmatically. If ne r mre lines are nt matched by ALM, the invice will rute t ur manual line matcher queue (MLM) where an accunts payable specialist may cmplete the matching prcess Invice Apprval Ruting (Dcumentum xcp): the fcus f this step is t present invices that are nt pre-apprved t ne r mre apprvers s that they may a) apprve the invice fr payment and/r b) prvide general ledger cdes fr cst accunting the gds r services received (G/L cding). The slutin ffers a rbust ruting engine that can determine a hierarchy f 4

5 apprvers based n any invice metadata (i.e. vendr ID r ship-t pstal cde.) G/L cding is supprted by a cnnectin t the client s ERP chart f accunts. Using this, nly valid cmbinatins f G/L segments may be selected. The slutin will als use a type-ahead feature t help an apprver select a valid cde t enter. Figure 1. Business Prcess Flw SUMMARY OF APXCELERATOR FUNCTIONAL CAPABILITIES This sectin describes key business functins that are available as part f the standard accunts payable slutin delivery. IMAGE CAPTURE SYSTEM EMC CAPTIVA INVOICE CAPTURE The image capture cmpnent f the Capture slutin is prvided by EMC Captiva Invice Capture. This includes the creatin f custm dcument recgnitin templates and installatin f a prescribed set f functinal wrkstatins and capture servers. Advanced dcument recgnitin capabilities are als enabled by creating custm invice templates fr the Client. The Image Capture will attempt t determine the fllwing header, fter, and detail line infrmatin autmatically frm single and multi-page invices r be btained frm manual input. Invice header / fter infrmatin includes: Pririty Dcument Type Business Unit 5

6 Currency Invice Number Invice Date Vendr Name Vendr Pstal Cde/Remit Zip Net/Subttal Amunt Packing Slip Tax Amunt Shipping/Freight Amunt Discunt Amunt Misc Amunt Ttal Amunt Invice Detail lines include: Item/Prduct Cde Item/Prduct Descriptin Item UOM Quantity Unit Price Extended Price Tax Amunt Invice Infrmatin derived by the slutin are: Scan Date Ingestin Surce (Scan, , Fax, etc.) Prcess/Wrkflw Status Nte : The data elements utlined abve are a subset sampling f data the slutin derives. The success rate f the autmatic capture f invice data fr templated and nn- templated invices depends n the quality f the invice and the frmat/layut f the data n the invice. The slutin als supprts entering header/fter data manually. Fr line detail, data can be extracted using EMC Table Extractin Mde and detailed lines can be created manually at Validatin. The APxCeleratr Image Capture System enables advanced dcument classificatin f invice (PO, Nn-PO) and nn-invice dcuments. Highest reliability is achieved by using APxCeleratr standard bar-cded separatr sheets fr the 3 pre-defined nninvice dcument types supprted by the APxCeleratr: Misc. Crrespndence Statements Other BUSINESS PROCESS AUTOMATION The slutin prvides business prcess autmatin (BPM) f accunts payable prcesses. The accunts payable slutin autmatin cnsists f fur (4) related prcess wrkflws: Other Crrespndences Nn-Invice dcuments are ruted t a queue where accunts payable specialists may view these 3 types f dcuments: Statements, Miscellaneus accunts payable crrespndence, and ther accunts payable dcuments. In this queue, accunts payable specialists may add index data manually, and dcuments are then stred in the cntent management system fr future use. The slutin supprts the fllwing exceptin queue fr manual reslutin purpses. 6

7 Review Nn-Invice Dcuments Accunts Payable Dcument Validatin All invice dcuments are ruted thrugh a validatin prcess where invice data is validated accrding t business lgic and predefined data elements frm the ERP system. Any invices with missing r incnsistent data are ruted t data exceptin queues fr review and crrectin as required by an accunts payable specialist. The slutin supprts the fllwing exceptin queues fr manual reslutin purpses. Missing Invice Number/Date Invalid PO Missing PO Vendr Name Mismatch PO Match Type Selectin (2/3 way) Invalid Vendr Missing Vendr Invalid Vendr Pay Site Duplicate Invice Evaluated Receipt Settlement (ERS) Missing Packing Slip Invalid Packing Slip Invalid PO Invice Data Invalid Nn-PO Invice Data Validatin Escalatin Invice Hld Once invices are validated and exceptins are crrected the dcuments are dispatched t ne f the standard business prcess flws based n the whether the dcument is, as fllws: Nn-Purchase Order Invice Nn-purchase rder-based invices are evaluated t identify if a pre-determined apprval rute and table f authrity cmbinatin has been cnfigured in the slutin and whether pre-apprved Header/Fter / Subttal GL cding is required. The slutin supprts the fllwing exceptin queues fr manual prcessing and reslutin purpses. Header/Fter/Subttal GL Cding N Pre-Determined Apprval Rute (prvides ptinal ad-hc rute creatin capability) Nn-purchase rder Escalatin The fllwing capabilities are supprted fr the slutin s Nn-purchase rder ruting Each invice may be autmatically ruted based n cnfiguring the rute/table f authrities cmbinatin t a given index data element value that is assciated with an invice. Several rutes may be defined, with pririty. If the highest pririty rute is nt available, the next will be attempted. If n apprval rute can be autmatically determined, an peratr may assign a rute manually, r an ptinal ad-hc manual rute creatin capability is available. Apprval ruting may be cnfigured t key n the metadata (i.e. Department, Cst Center, Prject etc.) btained as ne f the segments during Header/Fter/Subttal GL cding. Once an apprpriate rute/table f authrity cmbinatin has been determined the invice is presented t the apprpriate individual(s) fr apprval and general ledger cding f the subttal r f the individual detail lines. The slutin supprts the fllwing fr manual prcessing and apprval purpses and exceptin prcessing 7

8 Apprve/Reject and GL Cding Autmatic apprval and cding with ptinal tlerance checking by vendr. Apprve/Reject via Nn-purchase rder Escalatin General Ledger Accunt Cding GL Cding f the header/fter charges, subttal, r line items can be distributed t multiple GL accunts. The slutin supprts up t 9 sub-levels/segments f GL accunts. Purchase Order Invice Purchase rder invices with detail lines are first prcessed by the slutin s Autmatic Line Matcher engine fr 2 r 3 way matching depending n the Purchase rder type. Invices that d nt have detail lines r didn t cmpletely match autmatically based n cnfigurable threshlds are then ruted t the slutin Manual Line Matcher queue. Purchase Order Invice Enterprise Autmatic Line Matcher The Purchase Order Invice Autmatic Line Matcher attempts t match line item data frm the invice with Purchase rder line item data in the ERP. The Autmatic Line Matcher can perfrm checks at ne f the fllwing levels: Tw-way: Invice Lines t PO Lines Three way: Invice t PO/Receipt Lines The Purchase Order Invice Enterprise Autmatic Line Matcher will attempt t autmatically match all line items n the invice. If this autmated prcess fails t cnfidently match all the items the invice is sent t the Manual Line Matcher (MLM) fr review by an accunts payable specialist. This cnfidence check is perfrmed based a cnfigurable minimum cnfidence setting. Purchase Order Invice Enterprise Manual Line Matcher The Purchase Order Invice Enterprise Manual Line Matcher is a step in the slutin wrkflw that allws an accunts payable specialist t manually match line items frm the invice t line items assciated with the Purchase rder r purchase rder/receipt. The Manual Line Matcher has the fllwing capabilities: Clr-cding f autmatically matched Invice and Purchase Order line items accrding t aut-match cnfidence level. Shw/Hide previusly matched line items t prvide a simplified user interface Editing f Invice Line data values. Replacement f a designated invice line with line data cpied frm the Purchase Order. Assciatin f additinal POs if the invice is a multi-po invice. The slutin supprts the fllwing exceptin queues assciated with Manual Line Matcher fr manual prcessing and reslutin purpses. PO Price Exceptins PO Qty Exceptins PO Apprval by Buyer PO Escalatin Wait fr Receiver Key Frm Image ENTERPRISE ERP INTEGRATION The accunts payable slutin is delivered t integrate with the client s chice f ne (1) ERP system. The accunts payable slutin may be ptinally cnfigured t cnnect/validate with multiple ERP systems As an invice mves thrugh the slutin prcess, the system validates data with the ERP. Once and invice has been fully validated, apprved and/r matched, the invice is exprted t a standard frmat (XML, EDI810, Data Table, API, Web Service, etc.) fr further prcessing and inductin by an ERP cntrlled prcess. Fr validatin purpses, the slutin prvides standard pre-defined data elements t be accessed fr each f the fllwing ERP/LOB data entities: 8

9 Vendr Master data view Purchase Order Master data view Purchase Order Detail Line View Purchase Order Receipt Transactin data view Prcessed Invice data view (used fr duplicate invice check) Invice Remittance data view (use fr payment status) GL Cde View(s) supprting up t 6 Segments Tax Cde View Ruting /Table f authrity view Nte: The accunts payable slutin is delivered with the ability t leverage a built in/lcally maintained ruting/table f authrity r table f authrity frm the Client enterprise applicatin. Invice data is exprted frm the slutin t a standard, frmatted XML transactin file. The slutin standard frmatted XML transactin file cntains the pre-defined set f data elements. Viewing f invices and related dcuments frm within the Client s enterprise applicatins can be accmplished via the Client s utilizatin f EMC s APxCeleratr Web Services. METRICS COLLECTION, OPERATIONS DASHBOARD AND HISTORY REPORTING The accunts payable slutin includes a cllectin f statistics and metrics assciated with all dcuments and transactins prcessed in the system. Key infrmatin abut each invice and activity is cllected at each step in the prcess. The slutin statistics data is stred in a highly efficient data mart schema that can be utilized fr real-time r histrical reprting using key data elements such as vendr data, purchase rder data, invice data, queue, and user. The slutin statistics and metrics infrmatin is maintained in a relatinal database which is pen t reading by the custmer. The slutin statistics database structure is fully dcumented, and additinal reprts and queries can readily be created by Client using any preferred database reprting/query tl. The accunts payable slutin prvides a baseline set f searches and Business Activity Mnitr (BAM) reprts. The fllwing are the categries and standard reprts prvided with the APxCeleratr slutin. DASHBOARD: IN PROCESS MONITORING Open Tasks by Queue Open Tasks by Vendr Invices In Prcess Lnger Than N Days DASHBOARD: HISTORICAL PROCESS MONITORING Histric Queue Cunt Cycle Time by Queue Cycle Time by Queue (last 12 mnths) DASHBOARD: ACCRUALS Accrual Summary by Vendr Accrual Summary by Queue Accrual Detail DASHBOARD: PROCESSOR PERFORMANCE Tasks Prcessed Cunt by Prcessr Tasks Prcessed Cunt by Prcessr (current mnth) DASHBOARD: VENDOR ANALYSIS Average Days WIP by Vendr Invice Cunt by Vendr 9

10 Exceptin Cunt by Vendr Exceptin Cunt by Vendr (current year) Tp 5 Prblem Vendrs (last 90 days) EMC FOUNDATION The accunts payable slutin is built upn an EMC fundatin cnsisting f: IMAGE CAPTURE SUBSYSTEM This is the accunts payable slutin s specific capture prcess prvided by EMC Captiva Invice Capture cmbined with the Advanced Recgnitin and prductin Aut-learning (PAL) capabilities f the platfrm. This image capture prcess is ptimized fr the slutin s business prcesses in EMC Dcumentum xcp. It includes a friendly capture validatin user interface via Captiva Desktp. The capture prcess utilizes Captiva Prductin Aut Learning (PAL) t learn vendr invice layuts by watching peratrs key invice data. The image capture prcess step is cmpatible with the fllwing: EMC Captiva 6.5 EMC Captiva 7.1 ARCHIVE AND BUSINESS PROCESS This prtin f the slutin incrprates EMC Dcumentum xcp business prcesses tgether with EMC Dcumentum ECM. The archive and business prcess prtin is cmpatible with the fllwing: EMC Dcumentum xcp 1.6 EMC Dcumentum xcp 2.0 EMC Dcumentum 6.7 SP1 P09 EMC Dcumentum 6.7 SP2 APPLICATION SERVER: XCP APPLICATION. This prtin f the slutin requires an applicatin server t supprt the EMC Dcumentum xcp applicatin. The applicatin server EMC Dcumentum xcp applicatin is cmpatible with the fllwing: Apache Tmcat 6.x Apache Tmcat 7.x 10