How To Use Payables Automation

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1 M&T Bank and Visa Present: Payables Automation: Streamlining Payment Processes Featuring Dave Meaney, Senior Business Leader, Commercial Solutions Doug Dunbar, M&T Bank Commercial Card Senior Product Manager Brianne Christiano, M&T Bank Commercial Card Product Manager Please join the Audio Conference by dialing: You are welcome to ask questions via the chat feature of this webinar and during the Q&A at the end of the presentation!

2 M&T Bank Introduction Payables Automation: Streamlining Payment Processes For more than 150 years, M&T has pursued a course of wellmanaged growth by building our business through a tradition of reliability, consistency, and responsiveness to the needs of our clients. As the payment industry evolves to more streamlined processes, we have continued to grow and follow our best practices. Together with Visa, we will point to certain key competitive advantages, translating into a powerful partnership option for you. Please Note: For pricing and existing program questions, please contact your Relationship Manager directly. 2

3 PAYABLES AUTOMATION * Streamlining Payment Processes August 12, 2009 *Patent Pending 3

4 Understanding Accounts Payable Challenges Need to Reduce Labor-Intensive, Paper-Based Processes Seeking Ways to: Optimize accounting functions Improve efficiencies of accounts payable processes Gain greater visibility into spend and compliance Manage cash flow 4

5 4 PAYABLES AUTOMATION Organizations with commercial card programs can now automate and streamline their accounts payable processes. 5

6 Payables Automation Gain Efficiencies, Mitigate Risks and Increase Opportunities WHAT IT IT OFFERS Automates payable processes Sets controls on purchases Provides reconciliation reports HOW YOU BENEFIT Reduces manual processing costs Improves transaction risk management and spend control Eases time-consuming reconciliation Expands card use 6

7 Payables Automation How It Works AUTOMATE CONTROL Send M&T your payable files (in one of five approved file formats) Visa sends remittance notices via to suppliers M&T processes only approved invoices and amounts Schedule payable files to meet payment needs M&T and Visa adjusts card limits as needed RECONCILE Visa tracks payment status Schedule consolidated reconciliation reports GROW Expand Visa card acceptance with the help of M&T s Supplier Enrollment Redeploy internal resources from low value, high dollar activities to high value activities 7

8 Payables Automation Roles in Detail YOU YOU M&T & VISA Identify suppliers for payment through Payables Automation Load supplier information into Visa Information Management system (VIM) One account per vendor per existing vendor ID number Submit payables files that include supplier payment instructions Create and communicate account number to each approved supplier Processes your payable files approved invoices and payable instructions to suppliers Adjusts authorization limit to total of approved invoices Includes invoice number and dollar amount Reconciles posted transactions with original payable instructions Posts reconciliation file for retrieval by client Presents opportunities to convert card accepting suppliers to Visa commercial card payments with M&T Supplier Enrollment SUPPLIER SUPPLIER Account number retrieval Charges commercial card account along with invoice number, PO number based upon payment instruction from Visa 8

9 Payables Automation Eliminate Steps: Let M&T Handle Bulk of Processing 1 You 2 3 & Approve Invoices for Payment Generate Payable File from ERP using your current vendor # Transmit AP File to M&T Bank Converts file into required Visa format and submits to Visa Adjusts Card Limits Existing Process 4 5 Supplier 6 Sends Remittance via to Suppliers Charges Account and Includes Invoice Numbers Posts Reconciliation File 9

10 Payables Automation Accounts Payable Reconciliation File CSV (Comma Separated Value) file format makes it easy for you to import and manipulate Reconciliation files are automatically delivered once you set the frequency Daily Weekly Bi-weekly, etc. Reconciliation files provide rich information Reconciled Cleared but not reconciled Submitted to supplier but not cleared Expired payment (no transaction within allotted timeframe) 10

11 Let M&T and Visa help streamline accounts payable processes and realize increased spend control, efficiency and savings. 11

12 Payables Automation Case Study Major Financial Services organization Robust existing Purchasing Card program Centrally administered Manual notification to vendors of approved invoices Purchasing Card program reached plateau due to internal resource constraints and manual notification process Implementation of Payables Automation Four suppliers are currently being piloted with plans to grow program Annual spend through Payables Automation is over $1 million Annual projected Purchasing Card program spend is $60 million, up almost 18% from last year Automated process allows internal resource to optimize program and enroll new vendors 12

13 Payables Automation How To Get Started Contact your Relationship Manager Identify suppliers for Payables Automation with M&T s Supplier Enrollment support Supplier Enrollment Guide Letter templates Internal communication templates Supplier Enrollment Brochure to be distributed to your suppliers Sample talking points and phone script Board suppliers to VIM system Contact information: name, address, Visa account for each supplier set as Auto Reset: permanently lodged account where credit limit equals outstanding payment instructions Account numbers are securely communicated to suppliers 13

14 Thank You! Streamlining Your Payables Process M&T Bank and Visa stand ready to help your organization improve and strengthen your current payment processes. Comprehensive commercial payment and management solutions Industry-leading procure-to-pay best practices Program optimization tools For more information, please contact your Relationship Manager and visit: