Newgen Accounts Payable Solution with SAP

1. Newgen Accounts Payable Solution
An Overview
Newgen Offering for Accounts Payable Process
Featured in Gartner Magic Quadrant for BPMS
Credited with World’s Largest Deployment
“Value for Money” BPM by OVUMRecognized by Global Analysts

2. 2
Accounts Payable Process
• Invoice is the document submitted by the Vendor asking for the payment for delivered
goods for services rendered. Hence, Invoice Processing is Often, comfortably, used as a
name in place of Accounts Payable Process.

3. Challenges in a Manual AP Process
Invoice Submission
• Handling Multiple Invoice
Sources EDI, eInvoice,
Emails, Scanning etc.
• Handling Different formats
for multiple vendor
Invoice Processing
• No traceability before
‘Registration in ERP’
• Xls based Exception &
Escalation Management
• Physical Docs Movement
• Process Complexities like
PO, Non-PO, Multiple Bills,
different approval hierarchy
Invoice Visibility
• Limited Tracking of invoices
• Xls based Manual
Reporting
• No visibility for
Management, Operations
and Vendors

4. Newgen Business Process Management Platform
4
Business Process Improvements / Transformation and Agility
SAP
Oracle EBS
JDE
PeopleSoft
MFGPro
Legacy
Bringing People, Process and Paper Together
Filenet, Documentum, MOSS, Others
Automatic Routing, Exceptions, Alerts

5. Typical Accounts Payable process
Receiving
Invoices
Verification Data Entry Approval Payment Run
Locations:
• Factories
• Plants
• Branches
• Field Offices
Accounting
Package
Processing:
• Shared Service Center/BPO
• Head Office
Business Unit

6. Accounts Payable Process (AP)
AP Process
• Template based Process Offering
• Configurable as per Business Needs
• Enhanced process visibility & efficiency
• Operational risk mitigation & building
internal control
• Exceptions handling
• Better cash flow planning
• Improved vendor service
• In built configurable connectors to call
relevant SAP GUI at various steps
• In built connectors to exchange data
with SAP.
• Unified Access – SAP Web UI embedded
in OmniFlow Web Client
• Configurable alerts and escalations as
business needs
• End to End tracking of all transactions.
Newgen Solution Complements ERP

7. AP Processing
Online
Archive
Register
Invoice
Verify
Invoices
No Vendor ID
Duplicate Invoice
PO Invoice -
Mismatch
Exception-
Missing
Documents
Approval for
Non-PO Invoices
Post
Invoice
SAP
Payment
Run
Discrepancy Resolution
Approvals
Image Based
Processing
Monitoring, Tracking, Measurement, Reporting
– Anytime, Anywhere
Alert
Email
Paper
Invoices
Invoices
in email
Faxed / Scanned
invoices

8. Invoice Capture Modes
EDI/Vendor Portals

9. Receiving Invoices at Locations
Typical invoices processed across organizations include:-
 PO Based
 Non PO Based
 CAPEX Invoice
 Corporate Card Statements
 Credit Notes
 Employee Bills
Supporting Documents required with Invoices :
 Proof of Shipment / Delivery challan
 Quality Certification
 Tax certificates
 TDS Authorization
Receiving
Invoices
Verification Data Entry Approval Payment Run

10. Verifying received Invoices
Common discrepancies observed in received invoices include:
 Duplicate Invoice
 Supporting documents missing
 Vendor not registered
 Incorrect date / Post dated Invoice
 Payment Terms violation
 PO Details missing
Receiving
Invoices
Verification Data Entry Approval Payment Run

11.  Data captured in ERP includes:
– Business Unit Code
– Invoice No.
– Invoice Date
– Invoice Amt
– PO No. (if any)
– Vendor Code
– Line Item Details
– Currency
– GL code
Data Entry/Capture at Shared Service Center
 Example of discrepancies found here:
– Incorrect Amount entered
– Amount mismatch with PO
– Currency of Purchase order does not match
with Invoice
– Incorrect Account Code
– Invoice details do not match with the PO
– Quantity and Rate Variance
– Total Mismatch (2 way / 3 way)
– Incorrect VAT calculation
Receiving
Invoices
Verification Data Entry Approval Payment Run

12. Approvals
 Approvals / signatures are required for:
– Non PO Based invoices
– Abnormal Invoices
– In case of multiple budget centers
– Amount based
– CAPEX
 Payment Run:
– Once the Invoices have been approved; the Payment run is commenced in the ERP
– Payment details maybe sent to a Bank for disbursal or creation of checks
– Checks once issued by the bank come back for signing and reconciliation to the
Business Unit before finally being given to the vendors
Receiving
Invoices
Verification Data Entry Approval Payment Run

13. Value Additions with Newgen’s Workflow Automation
Receiving
Invoices
Verification Data Entry Approval Payment Run
Receive:
•Emails
•Faxes
•Imaging
•Kick start
workflow and
Paperless
processing
•Account for every
invoice
Alerts for:
•Invoices
•Supporting docs
•Check-list against
discrepancy
•Route work back
to Vendor or
Location for
resolution
Rules and
Validation for
Data capture
Image assisted
Data Entry
Automatic 2 way
/ 3 way matching
Automatic alerts
Auto-routing
for Approval
Multi-level
Escalation
Parallel
Routing to
Multiple
Approvers
Post data to ERP
Alerts for final
Payment approvals
Payment updates
from ERP for
Tracking

14. 14
Reporting & Dashboards

15. Accounts Payable – Solution Benefits
Management
•360 Degree of Accounts Payable Process
•Total Control of the Process with real time KPIs and SLA Watch
•Establish best practices of Invoice Processing
•Ensure accountability and responsibility of every individual in Processing
Operations
•Paperless Invoice Processing
•Identify Bottlenecks in Invoice Processing
•Better Management of Turn-Around-Time and Controls
•Anytime Query of Status and Possible Remedial action
•Complete Audit Trail
Technology
•Highly Agile and Flexible Framework
•Highly scalable Architecture – Managing Millions of Transactions
•Seamless integration with Multiple ERP’s Connectors

16. Thank You