Better Together: Automating Over 2.5 Million Invoices Per Year with Perceptive Software & ReadSoft Simeon Weibler Senior Project Manager Siemens AG CF R FSS simeon.weibler@siemens.com Jan Christian Voß Senior Project Manager Siemens AG CF R FSS jan-christian.voss@siemens.com #InspireEU15
Better Together Perceptive & ReadSoft @ Siemens Siemens Finance Shared Services Phase 1 Automation with the Siemens ReadSoft Template (SRT) Phase 2 Boost the Automation by including Intelligent Data Capturing #InspireEU15
Represented in more than 180 countries 167 years of history More than 362,000 employees Turnover in excess of 75 billion 9 main Business Divisions with more than 400 separate entities
Siemens Organization
Siemens Finance Shared Services (FSS) Back office and transactional processing services Employs more than 2,400 people 41% in Accounts Payable More than 10 regional Delivery Centers across 4 continents Serving over 100 company codes in Germany alone Internal service provider for all Business Divisions
FSS Global Footprint and Location / Delivery United Kingdom ~ 40 FTE Germany / HQ ~ 120 FTE Czech Republic ~ 730 FTE China ~ 230 FTE NWE GER NWE CEE RCA GER NEA Singapore ~ 70 FTE ASP MEA JPN AFR USA ~ 60 FTE NAM India ~ 680 FTE Argentina / Brazil ~ 210 FTE Portugal ~ 250 FTE NAM BRA AAN SWE AFR GER NWE SWE ASP MEA AFR NEA SAS JPN NAM CEE
Better Together Perceptive & ReadSoft @ Siemens Siemens Finance Shared Services Phase 1 Automation with the Siemens ReadSoft Template (SRT) Phase 2 Boost the Automation by including Intelligent Data Capturing #InspireEU15
AP Workflow Solutions Major distribution today UK Munich Prague RCA CAN NWE MAM USA Lisbon SWE GER AFR CEE MEA SAS ASP NEA JPN Beijing Singapore Orlando SAP ReadSoft EZ-Suite Rechnungseingangsbuch (REB) No service BRA AAN São Paulo Buenos Aires Bangalore Germany: Industry, I&C, Energy: ReadSoft Healthcare: SAP-Workflow Corporate Units: ReadSoft Coverage ReadSoft 5,5 mio invoices Industry, I&C, Energy, Corp. Units, BRA, AAN, SWE, SAS, ASP, NEA, Russia EZ Suite (internal solution) 2 mio invoices USA, CAN, MAM, for small companies in NWE, CEE, SWE SAP Business Workflow 1 mio invoices Healthcare, NWE REB (Rechnungseingangsbuch) 0,5 mio invoices CEE
Main Drivers for the 1. Phase
Siemens ReadSoft Template (SRT) Journey so far UK Munich Prague RCA CAN NWE GER SWE CEE NEA MAM USA Lisbon AFR MEA SAS ASP JPN Beijing Singapore Orlando SAP ReadSoft EZ-Suite Rechnungseingangsbuch (REB) No service AAN BRA São Paulo Bangalore Germany: Industry, I&C, Energy: ReadSoft Healthcare: SAP-Workflow Corporate Units: ReadSoft Buenos Aires Global License and Maintenance Agreement ReadSoft/ Siemens Foundation Siemens ReadSoft User Group Foundation International Siemens ReadSoft User Group New Global Framework Contract ReadSoft/ Siemens 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 Selected local Implementations (Divisions) SRT 1.0 Continous functional enhancement Professional template hosting Change request process Release concept SRT 2.0 Statistics Report 1.0 SRT 2.1 Report Processing Time 1.3 SRT 2.2 SRT 2.3
SRT Enable automation within PROCESS DIRECTOR Siemens specific solution for the processing of incoming invoices within SAP (since 2008) Based on the SAP AddOn ReadSoft PROCESS DIRECTOR Accounts Payable Provides additional functions for covering the Siemens specific environments and requirements (e.g. integration with GSS Scanning, P2P, higher automation, HighRisk, SpoDom) Automated setting of a payment block when transferring an invoice Improved automated determination of the tax code Automated workflow start based on payment blocks and blocking reasons Automated work cycle receiver determination (P.O. creator, requisitioner, goods recipient)
SRT Enable automation within PROCESS DIRECTOR Siemens specific solution for the processing of incoming invoices within SAP (since 2008) Based on the SAP AddOn ReadSoft PROCESS DIRECTOR Accounts Payable Provides additional functions for covering the Siemens specific environments and requirements (e.g. integration with GSS Scanning, P2P, higher automation, HighRisk, SpoDom) GR missing scenario (delayed start) Automated payment block removal after specific approval workflow Prevent manual posting after certain workflows High risk vendor determination Redirecting documents (for companies with multiple SAP clients)
Key Outcomes Harmonized accounts payable process Harmonized ReadSoft implementations Reduced manual effort for forwarding, clarification and posting Automated workflow handling and posting (average automation rate achievement 30 50%)
Key Outcomes Increased transparency about process (cycle-times) and system statistics Shared efforts for future developments/ functionalities Improved best practice sharing
Better Together Perceptive & ReadSoft @ Siemens Siemens Finance Shared Services Phase 1 Automation with the Siemens ReadSoft Template (SRT) Phase 2 Boost the Automation by including Intelligent Data Capturing #InspireEU15
Where we started from PDF via email Gets printed 3 rd Party Scanning and Verification Manual rejection process ReadSoft PROCESS DIRECTOR Paper invoices Manual sorting by document type Inhouse Scanning and OCR Solution Vendor determination Semi automated line pairing, Partial automated posting and exception handling
Main Drivers for the 2. Phase
Improved Process
Key Outcomes Harmonized process and IT Infrastructure Reduced manual data entry 93% of the 51 data fields per transaction captured accurately Increased automated postings by average of 20% Automatic classification and company code identification Complete process overview with visibility Consolidated scanning operations Increased PDF usage and efficiency
Additional benefits of Intelligent Capture Automation for foreign invoices (delivery address) Urgent payment process Email automation incl. rejection Capture of delivery date and delivery note Automated PROCESS DIRECTOR document type determination Prevent automated posting for certain process codes delivered by Intelligent Capture Comparing cash discount information Complete end-to-end process visibility
Involved systems & solutions E-Mail Inboxes Global Archiving Platform Scanning by External Provider Perceptive Intelligent Capture 100% Transparency
What happens next? Phased roll-out of Intelligent Data Capturing to additional Business Divisions in Germany and country specific solutions for NWE and CEE region Structured evaluation for additional territory deployments On-going analysis and optimization of system performance
What happens next? Work on SRT 2.3 and drive harmonization of distributed SRT versions globally Evaluate potential cross system solutions ReadSoft Umbrella or Supplier Portal
Questions? Simeon Weibler Senior Project Manager Siemens AG CF R FSS simeon.weibler@siemens.com Jan Christian Voß Senior Project Manager Siemens AG CF R FSS jan-christian.voss@siemens.com #InspireEU15
Thank You! #InspireEU15