Speed, Visibility and Control Best Practice AP Processing in Oracle E-Business Suite
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1 Speed, Visibility and Control Best Practice AP Processing in Oracle E-Business Suite Presented by Kevin Ryan, Regional Sales Manager ReadSoft Oracle Solutions
2 Agenda 1. The Dilemma of Manual AP Inefficient Risky Costly 2. The Advantages of Automated AP Processing Hard Savings Soft Savings 3. A Picture of Best Practice AP Processing Simplify Processes Apply Capable Technology
3 The Dilemma of Manual AP Top Pressures Driving Interest in AP Improvement
4 A Day in the Life of an AP Department Manual Environment 15% 15% 35% Data entry Exception handling 35% Vendor Support Source: ReadSoft Customer Survey Audits and Reporting
5 The Dilemma of Manual AP Inefficient Cumbersome processes Physical mail Hand keying and copying of invoices Physical invoice approval routing Excessive or slow communications , fax, mail Ineffective problem resolutions Manual storage
6 The Dilemma of Manual AP Lacks Visibility Delayed receipt Lots of missing invoices Approval process tracking Performance metrics and SLA Accrued liability/ compliance reporting
7 The Dilemma of Manual AP Poor Controls Lack of standard procedures Lengthy audits Difficult to see fraud
8 The Dilemma of Manual AP Cycle Time is Slow Missed discounts Late payment penalties, services cut off Unhappy vendors and poor credit rating Inability to negotiate better terms/pricing
9 The Dilemma of Manual AP Restricts Scalability Unable to increase production volume without Increased staff Increased office space Increased infrastructure Increased supervision
10 Advantages of AP Automation Benefits of Approval Workflow PayStream Advisors, 2013
11 Advantages of AP Automation Hard Savings Dramatically lowers transaction costs Reduction / reallocation of costs associated with manual processing Low TCO Better terms with suppliers Fast ROI
12 Advantages of AP Automation Soft Savings - Speed Shorter processing and payment cycle times Shorter response times Productivity is improved Streamlining of major AP sub-processes Invoice receipt Approval and inquiry Validation and reconciliation Settlements Pre-defined best practice workflows
13 Advantages of AP Automation Soft Savings - Visibility Into the entire process Three points: capture, workflow, ERP Into liabilities and operating expenses Billing discrepancies Overpayments Unclaimed negotiated discounts Contracted payment terms Early payment discounts Late penalty fees Reporting
14 Advantages of AP Automation Soft Savings - Control Simplified, automated invoice and workflow management Based on organization s business rules Improved forecasting and cash management Decreased financial risk through enforced compliance Better coordination and information flow AP Procurement Finance Treasury Suppliers
15 Best Practice AP Processing Process Centralize invoice receipt Institute a No PO, No Pay policy where possible and integrate invoice-to-po matching Reduce paper and physical routing Measure AP performance Once a month or more Enable dashboards Standardize invoice processes Across all locations and units Eases difficulty of identifying root causes or errors
16 Best Practice AP Processing Apply Technology Key Capabilities Ensure that data are shared between solutions and all stakeholders IT Considerations Consistent with Oracle s Strategic Direction Fusion Middleware Ease the transition when you upgrade to R12 Quick implementation Configurable versus customizable Seamless integration
17 Best Practice AP Processing Apply Technology Invest in automation of invoice receipt and workflow Advanced OCR Best practice workflow» Automated PO matching» Accelerated coding» Line level approval
18 AP Automation is Becoming Mainstream Level of Accounts Payable Automation 3% 15% 33% High Medium Low None 49% The Accounts Payable Network, 2012
19 The current state of AP OCR Technology The Institute of Financial Operations, 201
20 Best Practice AP Processing Apply Technology Key Capabilities Other important considerations Cloud Option Mobile Approval Option Vendor Portal Option Reporting Tool Option
21 Graco, Inc. AP Manager, Graco, Inc.
22 Green Mountain Power The users just accepted ReadSoft s solution like it was another piece of Oracle. Purchasing Manager, Green Mountain Power We re able to better manage our money we know what s outstanding in people s workflow, waiting to be coded and then paid. Purchasing Manager, Green Mountain Power
23 Experts in AP Automation About ReadSoft 8,500 customers Market leader in installations Solutions validated by Oracle Supports Oracle E-Business Suite R12 Dedicated Oracle Solutions Lab in Raleigh Delivers low total cost of ownership (TCO) Simple, easy-to-use solutions Global footprint, stable company
24 Questions
25 For More Information
26 ReadSoft Oracle Solution Discussion April X, 2013
27 ReadSoft Corporate Background Raliegh Established in ,500+ customers 590 employees in 17 countries 300+ partners in 70 countries Oracle Platinum Partner ReadSoft Oracle Solution Lab opened in 2005
28 ReadSoft on the map
29 ReadSoft Financials Publicly traded on the NASDAQ OMX, Stockholm s Small Cap List Introduced dividends to shareholders for the first time in 2009 $121M Revenues in 2012 Continuing Positive Cash Flow $12.5M reinvested into business in 2012 Product expansion in Capture, SAP and Oracle landscape on premise and in the cloud
30 ReadSoft North America Serves US and Canada Largest subsidiary Highest profit subsidiary Largest consulting services and training staff 1,200 customers 84 employees Raleigh ORACLE ERP SOLUTIONS LAB New Orleans REGIONAL HEADQUARTERS
31 ReadSoft Oracle Customer Sampling
32 The ReadSoft overall offering Documents All formats, all media Purchase to Pay / Order to Cash Accounts Payable Automation Any ERP Enterprise Capture Any target system
33 The ReadSoft overall offering Capture Integration and workflow Documents All formats, all media Capture Capture Integration and workflow Integration and workflow Partners Any ERP Capture Partner solutions Any target system
34 The ReadSoft ecosystem Document classification Archiving solutions Data capture Core technologies Case management Products Solutions Other ERPs ReadSoft Partners
35 ReadSoft First to Add ERP Workflow ReadSoft was the first capture vendor to fully recognize the importance of adding workflow (SAP and Oracle) to invoice capture. Source: Document Imaging Report, September 18, 2009
36 Acknowledgement Despite some competitive focus on analytics ReadSoft has acquired and partnered for both better technology and process logic. ReadSoft's intelligent capture and its presentation of analytics in the cockpit continue to impress business buyers looking for certified integration, simple process automation and good management insight. Critical Capabilities in Composite Content Applications: Paper Invoice Automation, Toby Bell, Dec 2010
37 Acknowledgement With a wide range of solutions for procure to pay and order to cash, ReadSoft continues to excel at document process improvement surrounding ERP. Critical Capabilities in Composite Content Applications: Paper Invoice Automation, Toby Bell, Dec 2010
38 ReadSoft AP Automation Solution Oracle Validated Integration Operates in the Oracle environment Security and support is guaranteed by Oracle Supports Oracle version upgrades
39 ReadSoft AP Automation Solution Incorporates Oracle BPEL Reuses Oracle approval, and financial and account settings Validates imported data against Oracle rules Automated posting in Oracle AP for payment
40 PROCESSIT Solution Suite PROCESSIT Document Processing Automation for Oracle E-Business Suite Automates the accounting and matching process for incoming invoices. Eliminates manual paper handling, typing, storage & retrieval of invoices. Addresses the needs of the organization including Application Monitoring Tools for IT
41 Invoice Capture Methods Scanning Options Local Remote Disconnected WAN Delivery E-Invoice XML EDI Supplier Workbench E-Form Entry PO Flip ERS
42 Invoice process automation in Oracle EBS 1 Inbound Invoices Invoices in various forms are submitted by suppliers through multiple channels in paper form or electronic format 2 Invoice Capture Verification The captured image and metadata is verified by an operator the first time around and only if needed afterwards 3 Invoice Data Transfer The captured image and metadata is transferred to PROCESSIT 4 Invoice Processing Invoices can be processed in a lights out mode for automatic staging in Oracle Accounts Payable for payment processing or can be routed for GL Account Coding, Matching, and Approval Management 5 Invoices Ready for Payment Invoices are staged in Oracle Accounts Payable 11i or R12 ready for payment
43
44 Automated invoice handling with optimized processing Suppliers Suppliers send invoices via mail, , fax, XML Invoices are interpreted by DOCUMENTS, verified by a user if required, and transferred to PROCESSIT Mailroom Mailroom scans paper invoices OCR-data is sent to ReadSoft DOCUMENTS Standard invoice validations applied Accounts Payable Automatic Match? No Account Coding Yes - Full match! Approval Process according to ERP hierarchy Invoices are ready for payment
45 PROCESSIT Solution Suite Licensed Add-On Modules extends the product, offering improved vendor collaboration, in-depth auditing reports for fraud risk analysis, and mobile device support PROCESSIT Mobile PROCESSIT Auditor Advanced Edition PROCESSIT Supplier Workbench (Web Portal)
46 Automating Invoice Processing in Oracle E-Business Suite
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WHITE PAPER. Is your AP Department Truly Automated?
WHITE PAPER Is your AP Department Truly Automated? Published by: Sponsored by: Introduction For several decades accounts payable (AP) departments have been talking about the end of paper processing including
Improve Document Process Flow
Have you ever thought that removing your paper based Invoicing is possible? Have you ever thought what it would be like to have a fully automated Accounts Payable (AP) or Accounts Receivable (AR) functions?