Can one e-Invoicing provider really serve you? Ever consider Roaming?
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Can one e-Invoicing provider really serve you? Ever consider Roaming?

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This session was presented at '15 Secrets to Shared Services Success" conference organised by sharedserviceslink.com....

This session was presented at '15 Secrets to Shared Services Success" conference organised by sharedserviceslink.com.

To find out more about forthcoming conferences check http://www.sharedserviceslink.com

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Can one e-Invoicing provider really serve you? Ever consider Roaming? Can one e-Invoicing provider really serve you? Ever consider Roaming? Presentation Transcript

  • Can One E-InvoicingProvider Really Serve You? Ever Considered ’Roaming’? 15 Well Kept Secrets to Shared Services Success 18th – 19th March 2009 Millenium Knightbridge London Soile Hiekkasalmi-Linna
  • 2 © Metso Date Author Title
  • 3 © Metso Date Author Title
  • INTERNAL Metso Financial Shared Services • Established 2004 – 2005 • Finland in two locations • Canada, Montreal • FI/SWE 30 units • CA/US 20 units • not all Metso units MFS customers (yet) • GL , AP, (750 000 inv. ) AR, Payment, Travel, Payroll • 2 Finance applications • Many ERP’s (harmonizations in progress) • 200 employees4 © Metso Date Author Title
  • INTERNAL AP in MFS today • Booking practises harmonised • Various applications reduced • Transparency MFS/Units - • Common Invoice Processing application • Control of invoice flow improved • Invoices in flow (appr. 1 week) • Payment on time improved (>90%) • Measurements • FTE – benchmarked excellent results - upper quarter • Customer surveys - improved during the years, results being nearly 4 , scale being 1-5 • e-invoice % (>40)5 © Metso Date Author Title
  • E-Invoicing in Metso Group • Start in the beginning of 2000 • Management decision • Shared Service Centers in Finland and Canada • First internal invoices • Second incoming invoices, big volumes • Third outgoing invoices6 © Metso Date Author Title
  • Targets for E-Invoicing• Fast delivery of internal invoices / month end procedures • closing the books in 4-5 days • e-invoices during the same day • in mail max. 1-2 weeks, • electronically min. 5-10 min• Improve and automate invoice handling processes • Automatic update in the data base• Should be easy • Minimize manual work• No extra organization or IT specialist7 © Metso Date Author Title
  • INTERNAL • Cost savings •Target to reduce invoice handling costs • Invoice processing application brought the possibility to receive e-invoices • costs compared to scanning /target to reduce 50% /invoice, now 80% • Future visions / expectations • Believe that e-invoicing will be ’de facto’ standard some day8 © Metso Date Author Title
  • E-invoicing technical strategy • Common solution as far as possible • No point-to-point solutions • Controlled way of exchanging messages and information • One way out from Metso • One way into Metso9 © Metso Date Author Title
  • Metso Service provider Outbound e-invoices Inbound e-invoices Broker Invoice sending handling METSO NET10 © Metso Date Author Title
  • SUPPLIERS & CUSTOMERS ROAMING SP Service provider X Service provider Y Service provider Z SP HUB SP METSO SERVICE PROVIDER Global / national standards/rules METSO BUSINESS UNITS SHARED SERVICE CENTERSOutbound InboundInvoicing Invoice processing ERPs Finance11 © Metso Date Author Title
  • Supplier approach in Finland /Sweden • Big volumes •Suppliers > 10 000 – 14 000 • (FI) Letters to first 50 -100 biggest suppliers (2-3 rounds) • asked the status and possibilities to send / • start sending e-invoices, no due dates or sanctions • targets 15% 20% 25% etc. •Personal contacts afterwards •The results not very good, they were not seen very soon12 © Metso Date Author Title
  • • (SWE) even more challenging task • Infrastructure does not support roaming as well as in Finland • Activation campaing together with our Service provider Present roaming agreements in Sweden and willingess to negotitate the new ones • Letter from Metso / different options, no sanctions • Personal contacts (Service provider) • Now 10/30 of these are about to start – technically ready13 • Supplier Kit – information package © Metso Date Author Title
  • INTERNAL • E-invoice projects usually last fairly long time Reluctance Benefits were not seen or recognised Application migrations etc. • Infrastructure development – roaming agreements helped • Now over 40 – 70 % of invoices electronically • Next steps? Sanctions?14 © Metso Date Author Title
  • Considerations • Difficult to find the right person(s) in the supplier responsible for this • Procurement (own) should have been better informed and more involved • Customer is the king – service provider is a third party • Service provider – good in technology • Careful thinking how to approach the suppliers15 © Metso Date Author Title
  • Customer approach • Customer is a king • Big customers informed their aims to start receiving e-invoices first wishing today more and more requiring /demanding • E-invoicing projects in business units16 © Metso Date Author Title
  • • Difficulties and problems faced • Benefits not seen very clearly in business • Customers scattered globally • Many customers still not able to receive e-invoices • Options offered not good or acceptable Separate portals Demands to join to separate networks expensive impossible to handle very ineffective processwise17 © Metso Date Author Title
  • So what are the benefits for the sender? • Cost savings transaction fees less than stamps/paper/envilopes (1-2 eur) more effective prosesses –no manual work • Digital archive all invoices, also sent in paper with attachments • Internal invoicing benefits in month end procesess18 © Metso Date Author Title
  • Pilot project in USA • Metso Paper USA Inc. sending invoices electronically to a big US customer by using the roaming with two service providers • A project started in September 2008 and was completed in January 2009 • We are able to use the same format , the same technical solution in our end • Next steps – to find the possible new customers of these two service providers19 © Metso Date Author Title
  • Roaming - The only way of to reach all suppliers /customers at the end • One technical solution gives definite cost savings when the solution can be rolled out • Feedback /alerts from one source – simple alerts look the same they can be forwarded from one source in Metso to all the needed people in the organization20 © Metso Date Author Title
  • • One partner Clear roles and responsibilities • One agreement in the company Common pricing Transaction fees based on Corporate volumes • Partnership with the service provider Common understanding and knowing each other New ’installations’ easier because of that21 © Metso Date Author Title
  • INTERNAL LESSONS LEARNED • Procurement /purchasers more informed and involved when approaching the suppliers • Roaming is the future solution to really reach all your suppliers / customers around the world22 © Metso Date Author Title