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Streamlining Your Accounts Receivables with Outbound Invoicing
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Streamlining Your Accounts Receivables with Outbound Invoicing

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  • Located in France with capabilities and support on six continents B-process adds 130 experts dedicated to Ariba’s electronic invoicing business, Companies like Eurocopter, L’Oréal, Total, Carrefour, and 32K others exchange invoices over the B-process platform processing over $80 billion in spend annuallyThese customers are also confident that their e-Invoicing solution is VAT/tax compliant in 24 countries. [click] to next slide --

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  • 1. MC Streamlining Your Accounts Receivables with Outbound Invoicing Jean-Cyril Schütterlé Business Development – b-process© 2012 Ariba, Inc. All rights reserved.
  • 2. b-process b-process brings 11 years of Invoice Management experience in France and across the globe 130 people dedicated to e-invoicing 32K interconnected buyers and suppliers on the billManager ™platform Exchange over 40 million invoices worth over $80 billion in annual spend 24 countries where the solution is certified e- Invoicing VAT/tax compliant billManager BUYERS Legal e-Invoicing SUPPLIERS2 © 2012 Ariba, Inc. All rights reserved.
  • 3. The law firm experts TAJ (Deloitte) have certified b-processsolutions compliant with tax rules and regulations in24 different countries > Austria > Spain + potential countries via our > Belgium > Sweden partner Trustweaver: > Czech > Switzerland Republic > United  Bulgaria  > Denmark Kingdom  Cyprus  > France  Estonia   Finland  > Germany  Greece  > Hungary  Hong Kong  > Ireland  Iceland  9 languages available: > Italy  Israel  German, English, Danish, > Latvia  Lithuania  Spanish, French, Italian, > Netherlands  Morocco  Dutch, Norwegian, > Norway  Singapore  Swedish > Poland  South Africa  > Portugal b-process is also certified Europe > Romania by GS1 > Slovakia > SloveniaOutside > AustraliaEurope > Canada > United States
  • 4. b-process has an extensive know-how on the e-invoicing european market Legal & Outrolling of business suppliers and expertise Production and buyers operational know-how Expert knowledge Dedicated outrolling of the invoice teams document Traceability Solutions adapted Expert knowledge Regularity to client and of tax legislation Reversibility supplier profiles and commercial law4 © 2012 Ariba, Inc. All rights reserved.
  • 5. A few customers Food industry Retail Industry Services Health Finance Utilities Travel5 © 2012 Ariba, Inc. All rights reserved.
  • 6. New projects signed from 2010 reinforce our leading position Inbound invoicing Outbound invoicing6 © 2012 Ariba, Inc. All rights reserved.
  • 7. Tax-compliant e-invoicing allows to save costs compared to paper invoicing Outbound invoices Main cost savings  No more invoices issuing costs (printing, mailing, -40% posting, paper archiving,..)  No more duplicates management costs  Decrease of the disputes number, improvement of 8€ the dispute management (quicker)  Accounting is performed in 10 days less (on average) 4,8€  Follow-up of invoice status (Rejected, Integrated, Dispute, OK for payment, Paid)  Improvement of the DSO paper demat. Electronic invoices are received by customers in few hours while paper invoices are received in 3 days on average Electronic invoices are immedialtely integrated into customers IS while key-in can take several days Automatic controls and feedback status make easier the dispute management (saving time) Payments are more regular and the DSO is highly improved7 © 2012 Ariba, Inc. All rights reserved. Arthur Source: D. Little
  • 8. Buyers are offered different invoicing chanels dependingon their requirements and integration capabilities Legal e-invoicing Structured Files (EDI) • Automatic integration into the customer’s systems • > 100 invoices per month • Legal data control • Signing of exchange • Legal e-invoice creation agreement (supplier and buyer) • Digital Signature • Legal Archiving « Push Demat » • Online access • No direct interface • Business Data controls • No legal requirements SUPPLIER and online correction (simple mail) • Notification of the issued invoice sent by mail • Legal data control Printing • Electronic duplicate • Invoices mass-printing and archiving mailing through our partner • Online access Printing Option8 © 2012 Ariba, Inc. All rights reserved.
  • 9. Different invoice layouts can be generated (printed and electronic invoices)PDF Stylesheets samples, with static Payment Terms enrichment on the rightside. Printing process uses the SAME stylesheets as electronic invoicing.
  • 10. Structured file – Tax compliant dematerialization of large invoice volumes issued to key clients wishing to automate integration into their accounting systems Legal body SUPPLIER CLIENT ERP references + Structured data files Tax compliant Translation dematerialization Storage Conversion Transmission 289 bis  Retrieving the invoice  Identifying supplier and  Electronic storage of the  Converting invoice data  Transmission of data file buyer supplier and buyer’s to the fromat required by invoicing data  In the format agreed with  Checking for required original invoice duplicate the client for integration in the CLIENT legal notices, inscription for 10 years including clients  Translating data to the on invoice summary list ongoing year accounting billManager pivot format and update of partner  Online access, systems files download or print out of  Inputing invoice on the invoices by clients and  Transmission of dematerialization module authorized users invoice image if necessary10 © 2012 Ariba, Inc. All rights reserved.
  • 11. Push Demat - With its unique solution, b-process allows suppliers to easily and quickly enroll their smaller customers SUPPLIER Digital Signature Certificat revocation list Clients ou Tax Mailing Sending Signature check Storage Email sending dematerialization • A letter is sent to the • Invoicing data is • Each invoice • The invoice • E-Archiving of the • A duplicate invoice customers to inform sent by Supplier to received is digitally signature is checked original e-invoice in is sent in pdf format them that Supplier billManager in signed to guarantee • The signature check two copies with the to the customer e- wishes to replace required fromat its authenticity and log is recorded Caisse des mail address. paper invoicing by e- (structured data or integrity Dépôts(Suppliers and • The recipient can be invoicing PDF) • Each signed invoice buyer’s) for 10 years different for each • The supplier and file is dupliacted to after the current year invoice. buyer legal entities create the clients • Online retrieval, • A recap file is sent are recognized original copy download and printing to the customer on • Unknown legal • Invoice indexing of invoices by a regular basis for authorized users and integrating data into entities are created buyers accounting system on the fly. • Online checking of the signature • Online access to the signature check log11 © 2012 Ariba, Inc. All rights reserved.
  • 12. My Invoice Portal – allows customers to easilyretrieve all their PDF invoices online Example : OFFICE DEPOT portal
  • 13. Customers may also access MyInvoicePortal through the Supplier’s Extratnet thanks to WebServices13 © 2012 Ariba, Inc. All rights reserved.
  • 14. Mass printing – The original supplier’s copies are archived in electronic format while invoices are mass printed and dispatched to the buyers Buyer Supplier SUPPLIER References References Translation Simple dematerialization Archiving Print • Recovery of the data file of • Identification of supplier • Electronic storage of • Print, preparation and invoicing into format and buyer suppliers electronic posting of the original agreed with the supplier • Checking for mandatory duplicate invoice for 10 invoices and • Recovery, if necessary, of legal notices years + current year attachements to the the supporting documents’ • Invoice indexing into • Online access and clients images, with invoice billManager printout in PDF format reference • Online retrieval, download • Translation of the data into and printing of invoices by billManager pivot format authorized users14 © 2012 Ariba, Inc. All rights reserved.
  • 15. b-process assures the project’s overall coherence Program direction A single contact A single contract Global responsibility • Providing an assigned • Managing incomming and • Printing out invoices electronic safe outgoing e-invoicing flow • Allocation • Reception • Tax compliant • Preparation for posting dematerialization according • Timestamping to rules and • Stamping • Hash-key generation reglementations • Sending • Indexing • Link with CDC Arkhineo • Reporting and Numen • Electronic storage for a legal period of 10 years • Configutation and operation of the billManager platform • Data access through B-process • Online publication of invoice data and images • Definitive restitution • Outrolling of suppliers and buyers to tax compliant electronic invoicing15 e-archiving e-invoicing printing
  • 16. Paper invoicing relies on complete invoices tracking from data acquisition down to mailing status Supplier Printing eInvoice XIL files Mapping eInvoice Emission acquisition via style Insertion Mailing creation sheet archiving • Supplier’s • Buyer • [Supplier] • Invoicing data • Processes • Printing on • Each letter is • Postal mailing invoicing data identification invoices legal transfer to identification Xerox or Océ recorded by • Undistributed file acquisition • Legal archiving (10 printing • Cut, and per sheet (10 reading 1st mail tracking • Data mapping mandatory years) process Datamatrix 000 sheets / and last sheet into data controls • Online code stamping hour) • Control file billManager search, on the 1st and • Or continuous checking internal XIL download, last paper printing pivot file printing sheet capabilities • Control file creation (CRC) Sent Integrated Published Printed Complete Posted Received Invoice Status Undistributed mail Alert if no integration status16 © 2012 Ariba, Inc. All rights reserved.
  • 17. Printing and mailing are centralized in France to offer lower costs and better production control • Printing is performed by SATI Numen Services • Distribution may be performed by La Poste Global Mail Domestic fleet: 3 postal trains, 13 airplanes, 460 trucks, 41 000 cars… International transport network: 170 direct connections with foreign countries.17 © 2012 Ariba, Inc. All rights reserved.
  • 18. James Tucker Global Director Solution Marketing Q&A Ariba Ariba Network & Finance Management +1.650.390.1702 jtucker@ariba.com Procure-to-Pay Network Order-to-Cash Manage Cash Better What this new Smart Invoicing infographic has to say http://www.ariba.com/solutions/manage-cash.cfm may surprise you. Take a look. Manage Cash http://www.ariba.com/pdf/SmartInvoicing-Ariba.pdf Wednesday, May 30 (14:30-15:45) Mare Nostrum F Smart Invoicing: Move Beyond Scanning to Achieve Paperless Invoice Processing Wednesday, May 30 (16:00-17:15) Mare Nostrum F The Big Finance Payoff: Top Performance Metrics and How to Achieve Them Wednesday, May 30 (17:30-18:45) Mare Nostrum F e-Invoicing VAT Compliance Workshop: A Legislative Framework for Electronic Invoices Thursday, May 31 (10:00-11:15) Llevant Managing Cash Better in an Era of Limited Growth Thursday, May 31 (11:45-1:00) Llevant Streamlining Your Accounts Receivables with Outbound Invoicing18 © 2012 Ariba, Inc. All rights reserved.
  • 19. Share This Session…NOW…from your mobile! • All presentations are posted: Guidebook mobile app – Search Apple or Android app store for Guidebook – Enter code “collabor8” Or at Slideshare.net/Ariba • Share via email or social media **Come back soon – we are syncing #AribaLIVE audio and video interviews to the presentations**19 © 2012 Ariba, Inc. All rights reserved.