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Paper Was Yesterday: the Future Is Einvocing Paper was yesterday: The future is eInvoicing James Marland, Vice President, Network Growth, SAP June 2014 Legal disclaimer The information in this presentation is confidential and proprietary to SAP and may not be disclosed without the permission of SAP. This presentation is not subject to your license agreement or any other service or subscription agreement with SAP. SAP has no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation and SAP's strategy and possible future developments, products and or platforms directions and functionality are all subject to change and may be changed by SAP at any time for any reason without notice. The information in this document is not a commitment, promise or legal obligation to deliver any material, code or functionality. This document is provided without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. This document is for informational purposes and may not be incorporated into a contract. SAP assumes no responsibility for errors or omissions in this document, except if such damages were caused by SAP´s willful misconduct or gross negligence. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward- looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions. © 2014 SAP AG. All rights reserved. 2 Before we start • All webinar attendees are muted • Please address your questions through the chatbox • We‘ll answer your questions at the end of the webinar • The webinar will be recorded • Everyone will get the link to the recorded session © 2014 SAP AG. All rights reserved. 3 It‘s about making the right decisions at the right time © 2014 SAP AG. All rights reserved. 4 Agenda The Scale of the Paper Problem Possible Solutions o Shared Service Centre o Scanning o Portal Introducing the Ariba Business Network Building the Business Case Q&A © 2014 SAP AG. All rights reserved. 5 The 100-year old invoice. Not much has changed © 2014 SAP AG. All rights reserved. 6 76% of the world’s invoices are on paper © 2014 SAP AG. All rights reserved. 7 Agenda The Scale of the Paper Problem Possible Solutions o Shared Service Centre o Scanning o Portal Introducing the Ariba Business Network Building the Business Case Q&A © 2014 SAP AG. All rights reserved. 8 Challenges to optimal accounts payable processes Receipt & Inquiries Matching & Discounts & Capture & Exceptions Approvals Payments High Cost of Too Many Lack of Lack of Paper Exceptions Compliance Control Invoices “ “ “ “ Nearly 80% of all 15% of invoices $4.6 million in 80% of early incoming invoices have exceptions. contract leakage payment discount are still paper TAPN per billion in spend opportunities based. on average. missed. The Hackett Group The Hackett Group Ariba ” ” ”” ” © 2014 SAP AG. All rights reserved. 9 The Shared Service Scanning Centre Advantages Disadvantages Paper in one place No Paper eliminated Scales well across EU countries Error processing vs Error Reduction Centralise expertise No visibility for suppliers Efficient Workflow Single Help Desk for Suppliers Focus on back-end integration • Links to Purchasing • Company Codes • Accounting (e.g. Cost Centres) • Allocations © 2014 SAP AG. All rights reserved. 10 Collaboration: Removing Inefficiencies © 2014 SAP AG. All rights reserved. 11 The Scanning Process 1 2 3 Document preparation Scanning Optical Character Recognition (OCR) • PO Box management • Conversion of paper documents • Conversion of image into data • Sorting, unstaple documents etc. into digital images (coded information / CI) (non coded information / NCI) 4 5 6 7 Data extraction Manual validation Data validation Paper returned for • Find and extract • Verification and quality check • Automatic verification of invoice fields archiving correct invoice fields to ensure high quality data based on data templates (content recognition) • Returned to customer 1 © 2010 Ariba, Inc. All 2 rights reserved. Anti-Virus Software for Finance © 2014 SAP AG. All rights reserved. 13 How to Eliminate Errors Errors Eliminated Errors not Eliminated Not an invoice at all Error with OCR scan Incorrect Date Format Supplier not valid for this company code Supplier Unknown Quantity invoiced doesn’t match quantity shipped Missing Invoice Number PO referenced has been cancelled Blank Quantity field Incorrect Tax specified No Purchase Order “No PO : No Pay” Contract Number referenced has hit But can lead to inefficiencies maximum threshold for month Pushes work to Procurement dept Invoice Number is a duplicate …. © 2014 SAP AG. All rights reserved. 14 Let’s Build a Portal? 3000 Connections One Connection • Supplier Registration • Supplier Profiles • “I forgot my password” • Bank Details • Supplier Help Desks • DMZ & Firewall config • Web Servers • Load Balancing • Performance Monitoring • Business Rules • Patches & Upgrades • Supplier Training • Supplier Tools Agenda The Scale of the Paper Problem Possible Solutions o Shared Service Centre o Scanning o Portal Introducing the Ariba Business Network Building the Business Case Q&A © 2014 SAP AG. All rights reserved. 16 Collaborative invoice management solutions and benefits Receipt & Inquiries Matching & Discounts & Capture & Exceptions Approvals Payments EliminateHigh cost & Digitize of CaptureToo many& Correct SystemicLack of ControlLack Payment of PaperPaper Invoices Exceptions Compliance ControlTiming Buyer & Seller EfficiencyCapture 100% of Effectiveness SpendMatch invoices Savings Control payment Resolve invoice Benefits Gainsyour invoices in a Gains against PO’s, timing and maximize errors at point of $400K+ in AP digital format from Contracts, GR’s $2early million payment discount 60 – 80% submission98%+ touch with-less self - Error & Fraud any supplier Workflow routing discountsavings percapture $1B operational cost serveprocessing supplier portal Elimination per regardless of and approval spend takeout in AP and over 80 Network $1B in spend Electronic payment volume, location or 70% decrease in DSOwith Reductiondetailed of business rules Flexible$4M per on $1B-premise of capabilities approval times overremittance 6 Days orcontract cloud deployment leakage avoidance 98% customer retention rate Invoice process Business rules enable 98% touchless Eliminate the significantly processing. Invoice status and full P2P paper with streamlined to document support significantly reducing einvoicing within inbound calls. 3 - 5 days © 2014 SAP AG. All rights reserved. 17 Hybrid flexibility: Cloud capture + on premise processing Supplier P2P Docs Discounting Enablement cXML P2P Docs EDI and Status Ariba Network – Buyer Portal CSV SAP Business Suite Supplier Portal Invoice Processing 98% ERP Clean SRM Invoices € SAP II Y $ The Ariba Automated Reconciliation Pay eMail Network & Posting FAX SAP Invoice ERP (FI/AP) Paper Management Fax Document Archiving & Viewing e.g. SAP Archiving by OpenText © 2014 SAP AG. All rights reserved. 18 Hybrid flexibility: Hybrid capture + processing cXML Supplier P2P Docs Discounting EDI Enablement CSV The P2P Docs Ariba and status Ariba Network – Buyer Portal Network Supplier Portal SAP Business Suite 98% Clean Payment Invoices Invoice Processing SAP II Invoice € Recognition Y$ eMail AutomatedSAP reconciliation Invoice to and Pay FAX Document posting Scan Paper e.g. SAP OCR Option for Archiving - SAP Invoice Enterprise SAP Invoice Management Management ERP Scan by OpenText (FI/AP) Fax Document Archiving & Viewing e.g. SAP Archiving by OpenText © 2014 SAP AG. All rights reserved. 19 PO & Invoice Automation Goal : TOUCHLESS processing Suppliers . Faster Cycle Times . Lower Risk Exception Supplier Name / ID Remit Access AS2 Sub Total Bill To / Ship To Amount Exception cXML PO Line Line & Header Tax Reference Total Amount PO Number Ariba 98% + Tax Code Unit Of Collaborative Compliance Measure Invoice HTML Auto Post Consumption Non-PO Commerce Variance Contact Contract Price Variance Compliance Your Invoice EDI Receipt RULES Exception Number Currency VAT / GST ID’s Email Exception CSV Paper © 2014 SAP AG. All rights reserved. 20 Agenda The Scale of the Paper Problem Possible Solutions o Shared Service Centre o Scanning o Portal Introducing the Ariba Business Network Building the Business Case Q&A © 2014 SAP AG. All rights reserved. 21 The Journey to the Perfect Invoice © 2014 SAP AG. All rights reserved. 22 Best-Run Procure-to-Pay Performance Best-in-class organisations have significantly higher performance across critical business performance measures than lagging performers. Moving the needle in these areas can drive dramatic performance improvement in efficiency and effectiveness. Area Metric Laggard Best in Class Average Project Sourcing Savings % 8% 14% Spend Under Management 32% 89% Procurement % of Spend on Contract / Catalogue 0% 58% % of Electronic POs 50% 82% % of Electronic Invoices 7% 55% Finance and Accounts No. of Invoices per AP FTE 9,109 Each Payable 32,830 Avg. Invoice Approval Days 33 Days 5 Days WCM and 2% 15% Discounts % of Spend on Discount Terms © 2014 SAP AG. All rights reserved. 23 Bottom-Line benefits of collaborative invoice management Invoice automation powers
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