SAP Invoicemanagement by Open Texy - SAP Finance Day

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SAP Invoicemanagement by Open Texy - SAP Finance Day

  1. 1. Efficient and Streamlined Incoming Invoice Processing SAP invoice management by Open Text Oct 2012 Rob Kortooms Global Solutions Delivery MSD animal Health
  2. 2. Agenda• Introduction speaker• MSD Animal Health• Invoice management Business Requirements• Solution direction• Pilot Implementation DE• Rollout NL• Template Optimization Project (TOP)• Roll out USA (third party)• Lessons learned 2
  3. 3. MSD Animal Health Human Health Consumer Animal Care Health 3
  4. 4. Strong Animal Health Business• With about $3.0 billion in sales a global leading and one of the fastest growing AH companies• Offices in more than 50 countries, marketing activities in over 140 countries• Today a leading vaccine company and a leader in all major species segments except companion animals 4
  5. 5. Atlas: embedded in 27 locations in 8 countriesConnected / Atlas lite: Embedded / Full Atlas:3 Manufacturing sites 16 Manufacturing sites43 Commercial operations 11 Commercial operations 9 R&D sites 1 Shared Service locations 21 Warehouses US BATON ROUGE AT VIENNA FR ANGERS US CHARLOTTE DE BURGWEDEL FR BEAUCOUZÉ US DESOTO DE FRIESOYTHE FR IGOVILLE US ELKHORN DE KOELN FR TOURVILLE US MILLSBORO DE NEUFAHRN GB HAREFIELD / NEWBURY US OMAHA DE SCHWABENHEIM GB MILTON KEYNES US SUMMIT DE UNTERSCHLEISSHEIM HU BUDAPEST US WORTHINGTON ES MADRID NL BOXMEER ES SALAMANCA NL DE BILT 5
  6. 6. Invoice management Business Requirements• Scan bulk of invoices with OCR (Optical Character Recognition).• Automatic Creation of the Invoice document (finance posting) in the SAP system.• Allow processing of all types of invoices (PO and NPO) for both paper and electronic invoices• Electronic /workflow approval process with SOD and MSD approval matrix Compliance• Automatic archiving and retrieval of all scanned images• Solution must be fully integrated with the current SAP ATLAS system• Able to support both single operated companies and clusters of companies using a Shared Services Center scenario 6
  7. 7. SAP Invoice Management by Open Text Inbox Invoice Invoice Collaboration & Invoice Payment (incoming Recognition Verification Monitoring Completion mail / fax) Prüfung und VERIFY AND EXCEPTION PREPARE TRANSFORM APPROVE PAY COMPLETE Vervollständigung HANDLING Scanning OCR Trigger workflows Comment Post invoices UMWANDLUNG Archiving Validation Automated reconciliation and posting OCR Option for SAP Archiving by SAP Invoice Open Text* Management SAP Invoice Management ERP (FI/AP)* or another SAP ArchiveLink-certified repository 7
  8. 8. SAP Vendor Invoice Management – ComponentsWorkstation • Software OpenText Enterprise Scan 10.0.0 Kofax Virtual ReScan SAP GUI • Scanner Fujitsu fi-6670SAP servers • OpenText VIM 6.0 Support Package 2Archive server • OpenText Archive Server 9.7.1Text recognition server • OpenText Invoice Capture Center 6.0 Support Package 2 8
  9. 9. Invoice Verification Scenario’sPO related - 3-way match (with Goods Receipt) Purchase Goods Order Receipt Invoice Posting Payment GPO Logistics Invoice VerificationPO related - 2-way match (without Goods Receipt) PO Invoices Purchase Order Invoice Approval Posting Payment “SPO”Non-PO related Conventional Invoice Invoice Approval Posting Payment NPO Verification NPO Invoices 9
  10. 10. Invoice Verification General Process - 1 Scanner Scan OAWD Invoice Indexer Check Index Data CheckAccounts N Payable Post Release Duplicate Approval? Invoice Invoice Invoice Y Approver Approve Invoice HandleReceiver Buyer / Price/QTY Discrepancy 10
  11. 11. Invoice Verification General Process - 2 Scanner Scan OAWD Invoice Manual or Auto Release. Can be defined per Company Code. Indexer Check Duplicate check is done in Manual or Auto Posting Index Data background based on same Can be defined for PO Vendor, Reference and/or NPO invoices. CheckAccounts NPayable Post Release Duplicate Approval? Invoice Invoice Invoice Y Index data is leading! Approver Approve Price discrepancies are handled by Buyer Invoice QTY discrepancies are handled by Receive Both roles are defined by Purchasing Group SPO Invoices are approved by Requisitioner in PO HandleReceiver Buyer / NPO Invoices are approved by users assigned in Chart of Authority (COA Table) by Cost Center, Price/QTY Internal Order or G/L Account. Discrepancy 11
  12. 12. DE Project1st Implementation of VIM in Shared Service Center Schwabenheim on 20th December 2010 – ESC 9.7.1, ICC 5.2 SP4, VIM 5.2 SP3 – Full technical implementation by external party – 6 Accounts payable employees scanning 40.000 invoices / year – Many issues (technical and functional); 1 person dedicated support VIM – Upgrade to VIM 5.2 SP4 with HF6 in April 2011 to solve some main functional issues (posting date, large invoices (> 15 pages), visibility of approver comments) 12
  13. 13. NL Project2nd Implementation of VIM in Shared Service Center Boxmeer on 7th June 2011 (phase 1) – Phased implementation by MSD-AH (Own IT dep & PM) – Own authorization concept designed and developed in VIM – Own bank account check designed and developed in VIM – Started with 5 accounts payable employees scanning 1.000 invoices / month – End up with 9 accounts payable employees scanning 40.000 invoices / year (including phase 2) 13
  14. 14. Status after DE & NL implementationAfter go-live still helpdesk tickets and SAP messages atOpen Text.Template Improvement Project (15 Aug – 15 Oct 2011)• Process optimization to gain efficiency• Resolving main helpdesk tickets / changes to improve functionalityInternational roll-out of improved template (from 15 Oct 2011 onwards) 14
  15. 15. Template Optimization ProjectBusiness process workshop 25th-26th August 2011• NL & DEAccomplishments• Improved processing (manual and automatic posting)• Enhanced reporting• Extended Chart Of Authority• Efficient processing, skip validation step• VIM 5.2 SP 5 & 6• Original developments replaced by Open Text customizingSeamless Go-live 9th Nov 2011 15
  16. 16. USA ProjectFull USA implementation on 13th Jan 2012 – ICC 6.0 SP2, VIM 6.0 SP2 – Scanning Mexico, File transfer to SAP, AP Processing India, approval USA, Posting India – Full technical implementation by MSD AH – 8 Accounts payable employees scanning 55.000 invoices / year – Invoices only PDF – External Scanning and AP party 16
  17. 17. VIM Process USAFilename Determines Company code SFTP SFTP MERCK SBS Atlas SFTP server PI Select Company code 0789 0800 Atlas ICC ZIM_GET_IINVOICES 17
  18. 18. VIM Implementations Timeline – VIM in Shared Service Center Schwabenheim on 20th December 2010 – Shared Service Center Boxmeer on 7th June 2011 (phase 1) – Template Improvement Project (15 Aug – 15 Oct 2011) – Full VIM USA implementation on 13th Jan 2012 – VIM UK 16th April 2012 – Vim France 9th May 2012 – VIM Spain 18th June 2012 – VIM Austria 27th August – VIM part of FI template and will be part of Rollin’s in Italy & Australia. 18
  19. 19. Lessons learned / Recommendations• Business process design leading• Early involvement of It department• Business input leading for approval workflow• Business Change management leading• SAP invoice management in 5.2 SP3 was not mature. Significantly improved in in 6.0 SP2, but still room for improvement (e.g. multiple account assignment on index screen, subsequent debit / credit indicator, …).Recommendation• Design your template and implement baseline configuration with your company’s localization requirements . 19
  20. 20. Improvement• Visible efficiency on invoice handling and payment of Invoices.• Central processing and storage of invoice data Traceable digital approval flows, No more invoices floating around in your company (automated and digital signature process via the WF approval).• Promoted harmonized and standardized invoice processing within the organization. 20
  21. 21. Appendix - Template process flows at MSD AH 21
  22. 22. Check Index Data Add / Change / Delete Index data Start Approval Workflow Mandatory fields can be defined by DP document type. 22
  23. 23. Check Duplicate Invoice VIM Duplicate check based on: - Vendor Number - Reference Number 23
  24. 24. Approve NPO Invoice Only possible for Requester (1st Approver) to change G/L Account, Cost Center, etc… 24
  25. 25. Approve SPO Invoice - 1 25
  26. 26. Approve SPO Invoice - 2 Only Requisitioner (in CAPITAL letters) is able to approve SPO Invoices Approval Limits can be set per company (currently EUR 1.500) 26
  27. 27. Post NPO Invoice Manually - 1 Transaction FB60 is called. 27
  28. 28. Post NPO Invoice Manually - 2 Text is copied from 1st index line data 28
  29. 29. Post GPO/SPO Invoice Manually - 1 Transaction MIRO is called. 29
  30. 30. Post GPO/SPO Invoice Manually - 2 Text is copied from 1st index line data Amount and Quantity is copied from index line data 30
  31. 31. Unable to Auto Post Check the error log why auto post failed 31
  32. 32. Handle Price / QTY Discrepancy Quantity discrepancies are handled by Receiver Price discrepancies are handled by Buyer 32
  33. 33. Release NPO Invoice NPO Invoices are blocked for payment by default. It is possible to have this payment block automatically removed by Company Code. 33
  34. 34. Release GPO/SPO Invoice Only GPO / SPO Invoices with Price or Quantity Discrepancies are blocked for payment This block is removed automatically in MRBR Batch Job when the Receiver or Buyer confirms Pay as Invoiced 34

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