Basware Invoice Automation Presentation 2007

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  • Basware Invoice Automation Presentation 2007

    1. 1. BasWare Invoice Automation BasWare Invoice Processing BasWare Order Matching BasWare Contract Matching Sales Presentation [Sales Person] BasWare Corporation [Customer name] [Date]
    2. 2. Presentation Content <ul><li>Accounts Payable Challenges </li></ul><ul><li>BasWare Invoice Processing </li></ul><ul><li>Invoice Automation </li></ul><ul><li>Recurring/Non-recurring Invoices </li></ul><ul><li>Solution Key Features </li></ul><ul><li>Analyst Review/Business Case </li></ul><ul><li>Implementation and Integration </li></ul><ul><li>BasWare KPI Reporting Tool/Sample Scorecards </li></ul><ul><li>Customer Cases </li></ul><ul><li>Why BasWare Invoice Automation? </li></ul>
    3. 3. Accounts Payable Challenges in Organizations No real-time view on cash flow High cost of accounts payable process Approval policies inconsistent and/or not followed More time needed for value-added activities Overall process of compliance with SOX, IAS... Control & Compliance Organizational Efficiency Cost Savings Personnel waste time on transactional issues No records of invoice history, no audit trail Cash discounts unused, late payments boost unnecessary costs Best practices in AP process not known or implemented
    4. 4. From Purchase to Pay <ul><li>BasWare Invoice Automation (IA) is a suite of world-class invoice processing and matching solutions. </li></ul><ul><ul><li>BasWare Invoice Processing, the market-leading system for managing and controlling an organization’s invoice processing. </li></ul></ul><ul><ul><li>BasWare Order Matching, automatically matches purchase invoices with approved purchase orders. </li></ul></ul><ul><ul><li>BasWare Contract Matching, automates the processing of periodic or contract-based purchase invoices. </li></ul></ul>Invoice Automation
    5. 5. BasWare Invoice Processing in a Nutshell <ul><li>A highly automated and easy-to-use system for managing and controlling invoice processing. </li></ul><ul><li>Paper invoices are scanned to the system, invoices can also be received in electronic form. </li></ul><ul><li>Handling of PO-related and recurring invoices can be fully automated with the BasWare Matching module. </li></ul><ul><li>The approval workflow includes e-mail notifications to track the invoice process. </li></ul><ul><li>All invoices are saved to reviewers’/approvers’ personal archives as well as the corporate archive. </li></ul>
    6. 6. End-to end Invoice Automation process BasWare anyERP adapter ERP BasWare Invoice Automation Basic Data Transfer for payment Matching against PO’s 1 Matching against contracts 2 Automatic workflow 3 Manually selected workflow 4 eInvoicing Data capture
    7. 7. End-to end Invoice Automation process BasWare anyERP adapter ERP BasWare Invoice Automation Basic Data Transfer for payment Matching against PO’s 1 Matching against contracts 2 Automatic workflow 3 Manually selected workflow 4 eInvoicing Scan & data capture
    8. 8. Ascent Xtrata Pro for BasWare <ul><li>Market leading application for invoice scan & capture with best technology and functionality available </li></ul><ul><li>Solution enables automated data capture for invoices with combination of different technology approaches: </li></ul><ul><ul><li>Out of the Box Free Form Recognition with 60-80% rate on field level) </li></ul></ul><ul><ul><li>Learn by example (non-template approach), optimization by non IT specialists </li></ul></ul><ul><ul><li>Optional optimization through template design for important suppliers to handle exceptions where the first 2 approaches don’t work </li></ul></ul><ul><li>Package includes full 2-way integration to BasWare Invoice Processing through Ascent adapter  easy implementation, assured functionality </li></ul>
    9. 9. Handling of Non-PO/Non-recurring Invoices Scan and capture data using the latest OCR-technology or receive invoice in electronic form. Code invoice with the help of posting templates and ” favorites” lists. Review invoice to check that invoice is justified and correct. Approve invoice (controlled by approval limits and rules). Transfer invoice data to the ERP or financial system for payment. Invoice approval Invoice Coding Invoice review Trasfer for payment eInvoicing Data capture
    10. 10. PO Invoice Automation Invoice matches with approved purchase order (PO) Invoice does not match with PO (discrepancy) i a i = informative work flow a = automation Invoice arrival Matching Invoice approval Trasfer for payment Requisition creation Requisition approval Order Goods receipt
    11. 11. What are Recurring Invoices? <ul><li>Recurring invoices are those with the same: supplier, sum (approximately), approver, coding, etc. </li></ul><ul><li>They are periodic, arriving quarterly, once a month, twice a month, weekly, etc. </li></ul><ul><li>Examples of recurring invoices include: </li></ul><ul><ul><li>Rents </li></ul></ul><ul><ul><li>Leasing </li></ul></ul><ul><ul><li>Cleaning </li></ul></ul><ul><ul><li>Electricity </li></ul></ul><ul><ul><li>Maintenance </li></ul></ul><ul><ul><li>Security </li></ul></ul><ul><ul><li>Telecommunications </li></ul></ul><ul><ul><li>And more </li></ul></ul><ul><li>Recurring invoices typically represent 30% of all invoices. </li></ul>
    12. 12. Recurring Invoice Automation Invoices match with approved payment schedule or budget (contract) Invoices do not match with contract (exceptions) i a i = informative work flow a = automation Invoice arrival Matching Trasfer for payment Contract creation Contract approval Invoice approval
    13. 13. Solution Key Features <ul><li>Compliance </li></ul><ul><ul><li>Full audit trail for each transaction, process transparency </li></ul></ul><ul><ul><li>Extensive business rules management </li></ul></ul><ul><ul><li>Versatile reporting and analysis tools with cash flow management </li></ul></ul><ul><ul><li>Personal user archives as well as the corporate archive </li></ul></ul><ul><li>Automation </li></ul><ul><ul><li>Latest scan&capture technology with freeform and line-item recognition </li></ul></ul><ul><ul><li>Receipt of electronic invoices </li></ul></ul><ul><ul><li>Automatic handling of order-based and recurring invoices </li></ul></ul><ul><ul><li>Automatic workflow functionality </li></ul></ul><ul><ul><li>Posting templates </li></ul></ul><ul><li>Flexibility </li></ul><ul><ul><li>User-friendly interface for ease of use </li></ul></ul><ul><ul><li>Backup/alternative employee routing </li></ul></ul><ul><ul><li>Complete multi-organization management and multilingual processing, especially supporting Shared Service Centers </li></ul></ul><ul><ul><li>Seamless integration with ERP and AP systems </li></ul></ul><ul><ul><li>Rapid implementation in just 6-8 weeks </li></ul></ul>
    14. 14. Analyst Review <ul><li>The Forrester Wave is copyrighted by Forrester Research, Inc. Forrester and Forrester Wave are trademarks of Forrester Research, Inc. The Forrester Wave is a graphical representation of Forrester's call on a market and is plotted using a detailed spreadsheet with exposed scores, weightings and comments. Forrester does not endorse any vendor, product or service depicted in the Forrester Wave. Information is based on best available resources. Opinions reflect judgment at the time and are subject to change. </li></ul>Forrester Wave™: Accounts Payable EIPP, Q3 ‘05 A survey made in the US of Electronic Invoice Presentment & Payment vendors “ BasWare stands out among the European vendors. It also had the largest market presence of all vendors.”
    15. 15. BasWare Implementation and Integration <ul><li>Fast implementation (6 - 8 weeks calendar time) </li></ul><ul><ul><li>Off-the-shelf package solution – quickly adaptable through parameterization, without lengthy programming </li></ul></ul><ul><li>Flexible ERP interfacing with online collaboration and batch integration </li></ul><ul><ul><li>Ideal fit for international organizations with multi-ERP environments </li></ul></ul><ul><ul><li>BasWare has been integrated with over 130 different ERP and other business support systems </li></ul></ul><ul><li>Standardized delivery project </li></ul>Planning Building Implementation Customer Testing Production Set-up Hand Over & Closing Project & Change Management Start Definition Server Installation Ready for testing Ready for production GO-live Closing MILESTONES
    16. 16. Continually Improve the AP Process <ul><li>Make the most of your Accounts Payable process with the BasWare KPI Reporting Tool </li></ul>ACT PLAN DO CHECK Identify key focus areas and set target levels Measure your AP process efficiency Assess & report Analyze root-causes; resolve bottle-necks Power Performance from Purchase to Pay [BasWare KPI Reporting Tool]
    17. 17. Sample Scorecards Accounts Payable Executives Head of Operations Team Leaders Cost Productivity Quality Cost as % of revenue Cost per invoice Average cost per FTE Interest benefits of average payment terms Average payment time FTE per billion of revenue Invoices per AP FTE Invoice cycle time Days from inv. data capture to appr. routing % of electronically received invoices Audit reports Customer satisfaction rating Cost of late payments as % of spend Invoice backlog % of invoices processed automatically # inquiries as % of invoices Value and # invoices on hold % invoices sent manually for appr.
    18. 18. Sample Scorecards Accounts Payable Executives Head of Operations Team Leaders Employee Strategic Alignment Number of FTE Staffing mix Span of control Training hours per FTE Turnover rate Overtime per FTE Sick hours per FTE Outsourcing ratio Employee satisfaction rating % of sup. making up 80% of trans. % of inv. linked to “one-off” sup. % of invoices covered by PO % of inv. covered by PO and GR % of inv. line items covered by ERS % of payments made via Pcards % of inv. covered by RIMs ...
    19. 19. BasWare KPI Reporting Tool
    20. 20. Significant Savings at Finnair <ul><li>No clear processes for invoice handling. </li></ul><ul><li>Manual invoice processing that was laborious and inefficient, often resulting in lost invoices. </li></ul><ul><li>Extremely high costs associated with each paper invoice. </li></ul><ul><li>Results </li></ul><ul><li>Significant cost savings through clearly defined processes and automated workflow. </li></ul><ul><li>Invoices are now easy to track throughout the process. </li></ul><ul><li>The system is transparent, easy to use and requires no extensive training to get started. </li></ul>“ BasWare Invoice Processing helps us save over EUR 1,000,000 annually since we started to use the system in 2002 and we expect even greater savings in the future.” Mervi Mäkelä, Director Cash Management Finnair , a Finnish airline, was facing challenges in their financial department with:
    21. 21. Greater Efficiency for Heineken <ul><li>Heineken Nederland , a leading Dutch brewery, wanted to: </li></ul><ul><li>Centralize and digitize invoice processing to achieve speed and efficiency. </li></ul><ul><li>Automatically match invoices with purchase orders. </li></ul><ul><li>Find a system that could be integrated with SAP. </li></ul><ul><li>Results </li></ul><ul><li>Automation of routine invoicing activities; BasWare’s solution handles workflow, matching and archiving. </li></ul><ul><li>Heineken has realized time savings of 28%. </li></ul><ul><li>Substantially extended reporting possibilities. </li></ul><ul><li>“ Now, we are capable of automating many routine actions. We have pleased end-users who are committed to realizing greater efficiency and better quality.” </li></ul><ul><ul><li>Ed Prins , Financial Services Manager </li></ul></ul>
    22. 22. Customers – More than 1,000 large organizations
    23. 23. Why BasWare for Invoice Automation? <ul><li>Superior functionality. Over 10 years of product development together with more than 1,000 customer organizations in more than 25 countries has brought the highest level of automation and most efficient processes to BasWare Invoice Automation products. </li></ul><ul><li>Package application. Parameter-based configuration enables fast implementation, roll-outs, upgrades and return on investment. </li></ul><ul><li>Scalability and flexibility. Easily adapts to changing needs in the business environment, enabling organizations to think big and start small. Also provides a perfect fit for multinational use and SSCs. </li></ul><ul><li>High level of usability. Exceptionally user-friendly with GUIs and user-specific language selection from 11 available languages. </li></ul><ul><li>Off-the-shelf interfaces. BasWare solutions have been integrated with more than 130 different ERPs and financial systems. They are also certified for use with SAP, Oracle, Microsoft and EMC. </li></ul>
    24. 24. Power Performance from Purchase to Pay [For more information: name@basware.com] Thank You!

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