Invoice Automation - About to go live! ~ Demostration to the UK organization of the upcoming go live of Docusphere and Tungsten.

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Invoice Automation
About to go live!
24 & 25 July 2014 | Vanderlande Birmingham and London offices

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Today’s agenda
Quick refresher
– Systems overview
– Supplier onboarding
System demonstration
– Purchase order invoices and the P2P process
– Cost invoices
What’s next?
– Go live planning
Q & A

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Purchase orders are sent to Tungsten via Docusphere
for validation purposes
Supplier invoices are created on or sent through the
Tungsten Network
Invoices are transmitted by Tungsten and
received in Docusphere
When there is a 3-way match the invoice is booked in JDEDocusphere finds the purchase order and receipt in JDE
and matches the invoice against it
After the payment term has passed the supplier
is paid from JDE
Purchase orders are created in JDEFrom both JDE and Insight invoices can be retrieved in
Docusphere
Docusphere Insight Reporting
JDE E1Tungsten Network
Docusphere

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Supplier onboarding – 1
Managed Campaign
– Campaign letter going out w/c 28 July
– Approx. 650 suppliers worldwide
– About 50 suppliers are UK & Ireland based
– 80% of Vanderlande’s invoice volume
– Follow-up phone call by Tungsten within 10 days
– Chaser letter sent out beginning of September

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Supplier onboarding – 2
Ignite Campaign #1
– E-mail going out w/c 11 August
– All other suppliers where e-mail address is available
– Suppliers can self register thru web link
– Regular chaser e-mails sent out by Tungsten every 10-
14 days
– Campaign runs 8 to 10 weeks
Ignite Campaign #2
– Letter going out to suppliers without a known e-mail
– Suppliers invited to update contact details on
Vanderlande internet website
– After 4 to 5 weeks a second Ignite Campaign will be
run with the gathered contact information

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What will our suppliers do and see?

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> Purchase order invoices
and the P2P process

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Purchase order invoice processing
Pay
invoice
Raise
purchase
order
Match
invoice
Receive
goods/
services
Voucher
invoice
Receive
invoice
Invoice
matched
Fix
PO and/or
GR
Invoice
not
matched
ManualAutomated
JDE E1 Docusphere

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What you need to know…
>Reasons to receive an invoice in the workflow
– MATCHING ERROR: there is a difference between the quantity invoiced and the quantity receipted
– TOLERANCE: there is a price difference between the invoice and the PO
– RETRY: there is no receipt after retrying for x days
– PO CLOSED: there are no open lines on the PO
>Instructions to Accounts Payable via the Purchase Order header
– @1: Payment Hold
– @2: Payment Hold and Check Tax
– @3: Check Tax

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Demonstration
of purchase order invoices

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> Cost invoices

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Cost invoice processing
Pay
invoice
Purchase
goods or
services
Auto
G/L code
invoice
Approve
invoice
Receive
invoice
ManualAutomated
Check G/L
coding
JDE E1 Docusphere Not in a system
Voucher
invoice

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Demonstration
of cost invoices

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What’s next
>Go Live for the UK on Monday 4 August 2014
>Supplier onboarding campaign starts Monday 28 July 2014
>All users will have access to Docusphere through single sign-on
>No real training necessary, but…
– Quick Reference Card available for all non-AP users
– Fixed points of contact in both offices for any queries
>Fixed points of contact are:
– Birmingham: Lisa Thomas and Kathryn Palmer
– London: Sue Williamson and Harp Chhokar

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> Any questions?

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