PROACTIS Solutions & Services for Finance

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1 PROACTIS Solutions & Services for Finance What we do for you as the person responsible for financial management How We Help increase savings, reduce risk and improve efficiencies by providing you with greater Spend Control

2 We Can Help with Your Immediate Priorities... Regardless of where you stand in terms of developing your organisation s vision for Spend Control, you almost certainly have things you know you can do to improve bottom line performance in the near term. We can help you address those immediate priorities quickly and cost effectively. We can help you increase control and visibility of spend by putting in place the tools you need to: Prevent unnecessary, unauthorised and fraudulent purchases Enable effective control of budgets Maintain visibility of purchase commitments Prevent payment of duplicate or incorrect invoices Minimise the cost of invoice processing In addition, we can help you and your Procurement team work jointly to: Reduce the actual cost of purchased goods and services Minimise risk associated with suppliers Make it as easy as possible for the organisation to purchase what it really needs Improve the efficiency of the purchasing process across your entire organisation

3 We Can Help with Your Big Picture Compliance, Visibility & Efficiency Goals Beyond specific immediate priorities, we know you also have higher level issues that impact your ability to do more for your organisation. We work with organisations around the world and consistently hear three broad-based goals from finance executives related to the way their organisation purchases goods and services: Improve compliance with purchasing policies Increase visibility of what is being spent Streamline the invoice handling process Although the details of your situation are unique, it s likely that you share these almost universal goals. Because they are so common, we orient our solutions and services specifically to address them.

4 1 Improve compliance with purchasing policies How We Help By automating the purchase authorisation process and guiding employees to properly sourced suppliers, our software solutions make it easy for employees throughout the organisation to get what they need while complying with both financial and procurement policies. Our software solutions: Ensure proper authorisation by automating the request-to-approval process using electronic workflow and business rules Enable the organisation to realise negotiated savings by helping employees quickly find what they need from established suppliers using intuitive hierarchical and keyword search capabilities Dramatically reduce the number of situations where employees feel the need to go around the system by accelerating the approval process, providing full visibility of requests, and enabling more self-service buying Our services: Help you speed deployment and ensure broad adoption

5 2 Increase visibility of what is being spent How We Help Using PROACTIS eprocurement solutions, all purchase requests, POs and invoices become electronic records with largely automated account and spend category coding. This creates a tremendous wealth of information about the current spend pipeline, and about the organisation s spend history over time. Everything is available for lookup, reporting and analysis. Our software solutions: Enable greater control of budgets by giving managers consolidated visibility of their departmental budgets, to-date expenditures, and outstanding commitments whenever they are considering approval of a new purchase request Support better cash-flow management by giving Finance Managers consolidated visibility of authorised payments, invoices in process, and outstanding purchase commitments when planning for cash requirements Reduce financial surprises by summarising spend vs. budget information from across the organisation into easily interpreted charts, KPIs and alerts on intuitive management dashboards Improve supplier rationalisation and supplier agreement negotiations by giving Procurement Managers full visibility of spend by category and supplier across the entire organisation Our services: Help you learn how to take maximum advantage of the tremendous range and depth of information that becomes available

6 3 Streamline the invoice handling process How We Help The Accounts Payable (AP) function is one of the biggest beneficiaries of the electronic purchase-to-pay process. Processing of PO-based invoices can be cut to a fraction of the manual effort previously required. Processing of even non-po invoices and statements can be largely automated. Electronic invoice methods and outsourced invoice capture services can virtually eliminate manual paper handling. Our online supplier portal can dramatically reduce the number of calls and s that must be answered by AP personnel. Our software solutions: Dramatically reduce the number of invoices requiring manual validation by automating the invoice, PO or contract, and receipt matching process to enable straight-through processing for a high percentage of invoices Reduce the effort required within AP to resolve discrepancies using electronic workflow to route unmatched invoices to the requestor or supplier to correct the problem Greatly reduce the time spent on complex utility, telecommunications and PCard statements by automating validation and cost allocation Eliminate a high percentage of your paper invoices by utilising a range of electronic invoice methods designed to match the capabilities of different types of suppliers Eliminate much of the time spent answering supplier calls and s asking when they will be paid by providing online self-service supplier account enquiry capabilities Our outsource services: Turn paper, fax and invoices into ready-to-process electronic invoice records while you transition suppliers to electronic invoice methods Handle much of the legwork of on-boarding suppliers to your supplier portal and electronic invoice methods

7 We Stand Ready PROACTIS is a resource you can call upon to help with whatever Spend Control goal you want to achieve or challenge you want to overcome no matter how large or small your objective may be. We can work directly with you to improve how purchases are authorised, how budgets are managed, and how invoices are processed We can work directly with your Procurement team to improve how suppliers are selected, how contracts are managed, and how the right information is made available to the organisation We can work jointly with you and your Procurement team to tie everything together to make good purchasing practices a natural part of how your organisation operates, and make cost-consciousness a natural part of your organisation s culture We offer a highly integrated, yet also highly modular family of Spend Control and eprocurement solutions: Visit proactis.com to learn more

8 e: w: proactis.com PROACTIS 2014