Tata AIG General Insurance Company - Insurer Innovation Award 2024
Session 2 18082010
1. Shared
Services
SA
Across Government e-Procurement
Solution
Shared Services SA
Glenn Dawson, Principal Consultant,
Electronic Procurement Services
18 August 2010
2. Shared
Services
SA
Presentation Content
• Project Background
• System Components
• Invoice Processing
2
3. Shared
Services
SA
Background
• August 2009, Cabinet approved implementation of the e-
Procurement solution
• Pilot commenced December 2009 with Agencies:
– DTED (end-to-end solution)
– DFC (the scanning and invoice processing components only)
– SA Health, Corporate (the scanning and invoice processing
components only)
• The Pilot completed February 2010
3
4. Shared
Services
SA
Implementation
• Complete roll out target for completion in Febuary 2011.
• Production implementations successfully completed for:
– DTED - DFEEST
– DFC - PIRSA
– DTF - Housing SA
– DTF & Bureaus (IGA, MAC and ESCOSA)
4
5. Shared
Services
SA
Roll Out Schedule
Agency Date Agency Date
DPLG Aug 2010 Defence SA Oct 2010
DCS Aug 2010 DEH Nov 2010
SAPOL Sept 2010 DWLBC Nov 2010
DPC Sept 2010 Courts Nov 2010
Arts SA Sept 2010 DTEI Dec 2010
SAFECOM Oct 2010 SATC Dec 2010
AGD Oct 2010 DECS Jan 2011
SA Health targeted for February 2011
6. Shared
Services
SA
From Purchase to Pay
Agency SSSA AP APD AP
Contract
Matching INVOICE
APPROVAL
• Basware Purchase Management - access to on-line catalogues,
creation of requisitions, electronic workflow of requisitions for approval
and the distribution of purchase orders to suppliers
• Basware Invoice Processing - checking of invoices, matching of
invoices to purchase orders and contracts, and electronic workflow of
invoices to Agencies for approval
• Readsoft Scanning and Optical Character Recognition - scanning of
invoices and the automated extraction of payment data from the images
6
7. SA
Shared
Services
GL Account Code
Feed
Contract
Matching
GL
Account Code
Verification
Job Cost Account
Code Feed
Job
Cost
Agency
PO
Vendor Listing
Feed
Finance System Integration
Matched invoice
AP
Masterpiece System For Payment
Feed
Payment Detail
SSSA AP
Feed
AR
Product
APD
INVOICE
Details
APPROVAL
Receipt
Inventory
Details
AP
Fixed
Asset
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8. Shared
Services
SA
Purchase Management
• Purchase Management process incorporates:
– Creation of on-line requisitions
– Workflow of requisitions for procurement approval
– Creation of purchase orders and distribution to suppliers
– On-line receipting
– Contract Management
– Non PO Workflow
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9. Shared
Services
SA
Requisition creation and approval
• Requisitions can be created from:
– Internal catalogues
– External Vendor catalogues
– Templates
– Free text
• Completed Requisitions are automatically flowed to
delegate for approval
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11. Shared
Services
SA
Order and Receipt of Goods/Services
• Approved requisitions are automatically converted
into purchase orders
• Purchase orders can be sent by
– facsimile,
– email, or
– Electronically to the Supplier
• Receipt of goods/services is required to allow
invoices to be paid (3 way match)
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12. Shared
Services
SA
Contract Management
• Used for the payment of any recurring, periodic or
contract based invoices
– I.e. rent, leasing, cleaning, electricity, maintenance, security
and telecommunications bills.
• Two types of contracts
– Budget Based
– Schedule Based
• Invoices in tolerance of the contract rules are
automatically paid.
– Notified if payments are made.
– Alerted if scheduled payments are missed
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14. Shared
Services
SA NON-PO Automation
• Three options
– Auto Code
– Auto Flow
– Auto Code and Auto Flow
• System will learn any changes
Manual Flow
15. Shared
Services
SA
Invoice Processing
SSSA AP APD AP
INVOICE
APPROVAL
• Invoice processing includes
– Scan and Data Capture from invoices
– Electronic Invoices
– Processing invoices for payment
15
16. Shared
Services
SA
Invoice - scan and data capture
• Physical mail is sorted and scanned
• Email and Faxed invoices bought direct into Readsoft
• OCR process is Template driven
• Based on a consolidate listing of ABN’s extracted
from the vendor files
• Invoices are reviewed and sent to Basware for
processing.
16
18. Shared
Services
SA
Electronic Invoices
Focus on increasing the number of real
e-invoices
Basware
Supplier
Portal
e
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b
a
v
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e
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n
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c
A
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l
b
a
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a
P
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t
n
u
o
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c
A
Basware
Supplier Business Buyer
Transactions
Basware
Scan and
Capture
Supplier Activation Service
6
19. Shared
Services
SA
Invoice Processing
Invoice Automation
SCAN AND
DATA CAPTURE
1 Vendor Confirmation & GST Validation
2 Matching against PO’s
3 Matching against Contracts
4 Non-PO Automation
5 Manually selected workflow
19
22. Shared
Services
SA
Reporting
• Users can query all transactions that they have been
involved in processing
• IP Monitor tool can be deployed to key staff needing to view
all payment transactions
• Accrual Reporting
• GST/FBT Compliance testing
• Benefit is overall visibility of transactions at whatever stage
they are in the process.
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Welcome to employees attending the session. Cover housekeeping items.
Scan and capture done in house E-Invoicing available as vendors attain the capability. Some manual steps introduced to ensure that invoices are sighted at different steps along the way. This includes Vendor Confirmation and GST Verification upon initial import into Basware and a final check immediately prior to export to Masterpiece. We will step through these in more detail now, then
Basware covers from the purchasing cycle – including requests for quotes to recording the payment details supplied by Masterpiece/ERP. PM information is provided for context so that you know what the Agency has done leading up to the arrival of the invoice at SSSA Invoice Automation is not just about work-flowing invoices between system users. There are a range of different modules that can assist AP and Agency staff by automating certain tasks based on predefined criteria. Please note that the automation is not being enabled initially, but may be switched on once the AP Reform team are comfortable with the new system and they are confident that the system is operating according to their requirements. For example invoices relating to a PO can be matched to the PO number – amounts checked and if within the specified tolerances () automatically processed.
Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
Scan and capture done in house E-Invoicing available as vendors attain the capability. Some manual steps introduced to ensure that invoices are sighted at different steps along the way. This includes Vendor Confirmation and GST Verification upon initial import into Basware and a final check immediately prior to export to Masterpiece. We will step through these in more detail now, then
Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
Vendor Selection – vendor is confirmed prior to GST Verification
Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
