Dynamic Discounting, Supplier Self Services and Workflow

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Dynamic Discounting, Supplier Self Services and Workflow

  1. 1. AP Overhaul:Dynamic Discounting, Supplier Self-Services and Workflow
  2. 2. IntroductionMarcia Golden, Accounts Payable Director, Coca Cola Bottling Co. Consolidated Marcia.golden@ccbcc.com Bertram Meyer, CEO Taulia Inc. bertram.meyer@taulia.com
  3. 3. Today’s Agenda  Coca-Cola Bottling Co. Consolidated Highlights  December 2010 Goals & Objectives  Issues We Were Facing  Project Business Case  System Evaluations & Selection Process  2011 Implementation  Project RolloutGeorgeglass front vending strategy.ppt 3 9/20/2012
  4. 4. 2012 Grand Finale  Our Success Story  Change in Focus to Dynamic Discounting Opportunities  Role of Procurement  Remaining Course of Action for 2012  Lessons Learned  Questions & Answers “How did we ever do without it?”georgeglass front vending strategy.ppt 4 9/20/2012
  5. 5. CCBCC Highlights  Began operations in 1902 in Greensboro, NC  Currently largest independent Coca-Cola bottler in U.S.  $1.7 billion in revenue  Approximately 6,000 employees  Five manufacturing facilities, 70 sales and distribution centers and provides 185,000 vending machines to our customers  Approximately 130 million cases of product sold annuallygeorgeglass front vending strategy.ppt 5 9/20/2012
  6. 6. December 2010 Goals & Objectivesgeorgeglass front vending strategy.ppt 6 9/20/2012
  7. 7. Issues We Were Facing  Large amount of paper invoices received daily  Lack of transparency into invoice location and audit trails  No visibility of unrecorded liabilities  Manual discrepancy resolutions  Lack of Chart of Authority compliance  Large amount of resource time to provide service to our suppliersgeorgeglass front vending strategy.ppt 7 9/20/2012
  8. 8. Project Business Case  Engage Sr. Management Support  Conduct market research for Best Practices  Determine Business Requirements  SaaS application  SAP compatibility  Real time processing  Easy to implement with limited internal IT resourcesgeorgeglass front vending strategy.ppt 8 9/20/2012
  9. 9. Project Business Case  User friendly application  Supplier portal for digital invoice submission and supplier self-service  Dynamic Discounting  Electronic approval routing with audit trail  Online discrepancy resolution  Complete invoice visibility and status  Overview and spend analysis reportinggeorgeglass front vending strategy.ppt 9 9/20/2012
  10. 10. Evaluation & Selection Process  Evaluation of 4 SaaS vendors that closely met our defined business requirements  On-site application demonstrations  Multi-functional business and IT resource involvement  Vendor and software comparison matrix  Selection and negotiations  Taulia Inc.  Project plan development with key milestonesgeorgeglass front vending strategy.ppt 10 9/20/2012
  11. 11. 2011 Taulia Implementation  Four Module Implementation #1 Taulia Supplier Portal  Digital invoice submission  Manual invoice entry  PO flip  Email  File upload  Electronic file transmission  Supplier self-service  Invoice and payment status  Profile updatesgeorgeglass front vending strategy.ppt 11 9/20/2012
  12. 12. 2011 Taulia Implementation #2 Taulia Dynamic Discounting  Early payment option in exchange for invoice discount functionality  Currently limited return on short term investment #3 ReadSoft Invoice Cockpit  Total transparency of all invoices, status and audit trail  Single area for invoice processing  Unrecorded liability visibilitygeorgeglass front vending strategy.ppt 12 9/20/2012
  13. 13. 2011 Taulia Implementation #4 ReadSoft Web Cycle  Electronic approval routing based on HR feed  Chart of Authority compliance  Electronic check request form  Document attachments  Thumbprint audit trailgeorgeglass front vending strategy.ppt 13 9/20/2012
  14. 14. Project Rollout Phase I – Supplier Portal & Dynamic Discounting  Supplier listing with transaction count and spend  Phased tiered supplier rollout  Supplier communications  Supplier portal invitations  Portal enrollment  Digital invoice submission  Manual, PO flip, Spreadsheet upload, electronic file  Scanning and OCR functionalitygeorgeglass front vending strategy.ppt 14 9/20/2012
  15. 15. Project Rollout Phase II – Invoice Cockpit  Accounts Payable work area  Invoice validation for accurate data capture  Invoice type categories for easy filters  Invoice based on PO  Invoice not based on PO  Check requests  Posted invoices  Invoices with errors  Invoices rejected  In approval workflowgeorgeglass front vending strategy.ppt 15 9/20/2012
  16. 16. Project Rollout Phase III – Web Cycle  Determination of end users  Hierarchy upload from HR  Chart of Authority inclusion  Check Request form development  Project Communication  Training Webinars  End user support teamgeorgeglass front vending strategy.ppt 16 9/20/2012
  17. 17. 2012 GRANDE FINALEgeorgeglass front vending strategy.ppt 17 9/20/2012
  18. 18. Successful Results!  All phases successfully implemented and “Live” in late October of 2011  Internal personnel eager to adopt the new system – very helpful to implementation  54% of Invited suppliers enrolled within five weeks  90% of enrolled suppliers use the portalgeorgeglass front vending strategy.ppt 18 9/20/2012
  19. 19. Other Successes  Electronic approval process now enforces the company Chart of Authority .  Complete invoice transparency and audit trails =big hit with users, managers and vendors  Visibility of unrecorded liabilities aids financial reporting .  Through attrition, 1.5 AP staff positions eliminated due to process efficiencies and streamlining.georgeglass front vending strategy.ppt 19 9/20/2012
  20. 20. A Few Surprises  Dynamic Discounting far more important than originally expected  Role of Procurement is critical to negotiations with vendors and adoption of the new system  Audit trail of the who, what, and when history of an invoice creates huge time savings for customer service inquiries – adds accountabilitygeorgeglass front vending strategy.ppt 20 9/20/2012
  21. 21. Action Items for us in 2012  Increase the # of suppliers enrolled in the portal and that submit invoices electronically  Take advantage of further automation opportunities:  During invoice data validation, set OCR tolerances to only show exceptions = a confidence level  Automate email attachment “ingestion” into the system  Create invoice logic in the system that automatically posts certain invoicesgeorgeglass front vending strategy.ppt 21 9/20/2012
  22. 22. Lessons Learned  A SAP certified solution for a “SAP shop” is key:  Very low IT resources required, buy-in from IT  Security preserved by using standard SAP transactions in the background  End product is a seamless integration  End user acceptance is excellent  Users promote portal usage from their vendors  Visibility has benefits far beyond A/Pgeorgeglass front vending strategy.ppt 22 9/20/2012
  23. 23. Lessons Learned (cont.)  Think through the rollout phases:  Implement internal and A/P systems first  Rollout supplier portal and dynamic discounting after internal systems are in place  This allows time to focus on supplier adoption and communication with them  Use your “clout” as a customer – require vendors to invoice electronicallygeorgeglass front vending strategy.ppt 23 9/20/2012
  24. 24. After the hard work is done, we think you will also ask: “How did we ever do without it?” Now we’ll show you how it’s done!georgeglass front vending strategy.ppt 24 9/20/2012
  25. 25. Solution Demonstrationgeorgeglass front vending strategy.ppt 25 9/20/2012
  26. 26. Questions & Answers

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