19. Invoices filed sometime after payment. Time consuming process. Hard to find, some lost and misplaced. Ran out of storage space.
20. Payables needed to be kept open for 2 weeks after month end, causing Financial Reports to be distributed 1 week before then next month started.
21.
22. We aggressively moved payments from cheques to EFT (went from 90% Cheques to 90% EFT). This reduced the workload on Payables and increased the speed of payment to Vendors.
23. We aggressively moved away from printing and posting remittances (went from 100% mailed, to 10% mailed, 40% emailed and 50% faxed). Again this reduced workload on Payables and made our Vendors life a little easier.Hint – Get your ‘House in Order’ before moving forward. Remove the noise before the project starts !
24.
25. For us this was imaging, workflow, strong approval control, ability to deploy to hundreds of users economically, and an intuitive and user friendly UI.
27. We then looked at market at found there was not much out there. The major ERP providers were very expensive, had UI which was not user friendly and did not have great imaging capabilities.
28. We were struggling to find something which ticked all the boxes, but then e-Flow (now Basware) popped out of nowhere.Hint – don’t think you need to purchase the EPP/P2P solution from your ERP provider. They do not need to be one and the same.
29. Deployment Timetable Hint: Pilots prove capability better then anything else. If a pilot can be built quickly and has a high percentage then subsequent development should be relatively pain free. P2P is a process which should lend well to quick Pilots as it should be a matter of configuration, not major development.
30.
31. Stress that it isn’t really a big change (memo to email analogy).
33. Put in place monitoring very early to see where problems are (both in AP and users) – and make it visible.
34. Put in SLA’s around the key things like ‘receive to scan’ and ‘send to users’.
35. Pick the easy wins first (i.e. Invoice Processing for us). Don’t let the hard stuff slow you down.
36.
37. There are new tasks and job functions involved with P2P solutions, for example scanning. Don't try and simply put staff who used to do one function into a new one. Putting a person who was an AP Clerk into a scanning role may not work - get the right people for the right role. This may mean new people.
63. A platform to build a high performing AP team.Hint: be prepared to have high turnover in AP, but this could be a good thing ! We had 100% turnover in the first few years, but now have almost zero turnover and a very happy team.
77. Challenge, if you haven't gone down this path - why not ?? There are great, mature solutions out there which can be deployed relatively risk free with a quick ROI. Start a pilot as soon as you can, you won't regret it.