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Pharcap Kick Out

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Smart Invoice Processing Project kick out

Smart Invoice Processing Project kick out

Published in: Technology

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  • 1. Smart Invoice Processing in:
  • 2. One Year Ago in Pharcap A&P Dept.
    • Invoices managed for 4 company
    • 60 pharmacies in growth …
    • 40.000 invoices received per year
    • 8 accounting clerks involved in invoices booking
    • 4,5 accounting clerks ( 2 clerks time/equivalent) fully occupied in invoice booking
    • invoices where booked 100% manually
    • invoices archiving took 2-3 mins./invoice
    • no optical archive
    • communication form and towards pharmacies was not organized
    • was not possible to receive electronic invoices
  • 3. Project Objectives Main Objective : Face the predicted pharmacies growth in business and number ( 10- 20% more invoices) with no impact on employment cost side
  • 4. Processes to re-organize 45% 30% 25% Activity with low added value Activity with moderate added value Activity with high added value Invoices management has to be optimised to reduce activities that are low in added value meanwhile resources has to be dedicated to activities more in scope with Pharcap’s business Function/Activity performed “Value” “Weight” of the activity of the activity on the resources available
    • Ordinary/manual document management
    • Data entry in company database
    • Preparation of documents for data entry
    • Dealing with the post, filing
    • Reporting and monitoring of processes
    • Document reconciliation, formal checks
    • Following up and correcting errors
    • Relationship with suppliers
    • Quality control, risk analysis
  • 5. Project Objectives What Pharcap needed to reach the Main Objective :
    • Deploy an Enterprise-wide application
    • Automate and simplify incoming invoice processing
    • Use one only tool for managing document capture, data capture, approval (or information integration) process and SAP booking
    • Manage information about the state of each single invoice entering the company, using a simple and distributable tool
    • Centralize low added value actions and de-centralizing high added value actions
  • 6. July 2007
    • Invoice scanning system
    • Invoice acquiring system (PDF)
    • Invoice reading system
    • Invoice interactive booking system
    • Invoice batch booking system
    • Invoice workflow system
    • Invoice optical archiving system
    • Users training
    • Go live support
    What done in Project startup:
  • 7. July 2007 Paper Document Capture Data capture Sorting Workflow Electronic Document Capture Automatic export DM Insert & Update ERP Quality WF ERP Interactive export DM Insert or Update
  • 8. July 2007 - Today
    • Main faced issues
    • Supplier Master Data
    • SAP user account configuration
    • Email sent by workflow application
    • SAP Password reset for automatic booking system
  • 9. Today
    • Acquired invoice: 12.500 (July-October)
    • Invoice read by the system (September -October): 1760
    • Invoice booked by the system: (July-October): 3727
    • Invoice managed by work flow application: 13
    • Blocking issues during working days: 1
    • Opened issues: 8
  • 10. Trends
  • 11. Trends
  • 12. Trends
  • 13. Trends
  • 14. Thank You!