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Accelerate Your PeopleSoft Accounts Payable Process Into Overdrive with Oracle's Document Capture, Imaging, and Workflow Solutions
The document discusses how Oracle's document capture, imaging, and workflow solutions can automate and accelerate PeopleSoft accounts payable processes. It outlines Fishbowl Solutions' experience with imaging projects, describes how Oracle's end-to-end system extracts data from invoices using intelligent forms recognition, stores invoice images in a central repository, and integrates with PeopleSoft using tight workflow and approval processes to reduce costs and processing times. A demo then shows how invoices are scanned, indexed, routed to PeopleSoft, and processed using the integrated Oracle WebCenter Capture and Imaging solutions.
In this document
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Introduction to Oracle's document solutions for automating PeopleSoft accounts payable.
Fishbowl Solutions' experience and services, highlighting its expertise as an Oracle Gold Partner.
Case studies of automation success in invoice processing for the City and County Board of Education.
Overview of inefficiencies in paper-based financial processes, detailing the manual struggle in A/P departments.
Identifying automation opportunities in A/P with cost breakdown of manual vs electronic invoice processing.
Oracle's integrated approach to streamline invoice processing from capture to approval.
Different levels of A/P automation ranging from high to low, detailing specific processing volumes.
Methods of centralized and distributed document capture for invoice processing.
Automated invoice data extraction processes utilizing Oracle's technology for different formats.
Overview of Oracle's strategy for secure and efficient image archiving and management.
Description of user-friendly interfaces for document access and task management in invoice processing.
Overview of key exception handling features to streamline invoice approval processes.
Customizable dashboards and real-time process visibility for effective A/P management.
Benefits of productized solutions over customized systems, highlighting cost-effectiveness.
Live demo segments showcasing invoice capture and processing functionalities using WebCenter.
Detailed stages and functionalities of processing invoices through Oracle WebCenter Imaging.
Methods for handling vendor maintenance and invoice rescan requests using WebCenter Imaging.
Strategic advantages of WebCenter Imaging for streamlining and automating A/P processes.
Wrap-up of the presentation, inviting questions and providing contact information.
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Accelerate Your PeopleSoft Accounts Payable Process Into Overdrive with Oracle's Document Capture, Imaging, and Workflow Solutions
- 1. Accelerate Your PeopleSoftAccounts Payable Processes Into Overdrive with Oracle's document capture, imaging, and workflow solutions Presented by: Jason Lamon & George Sokol – Fishbowl Solutions Craig Morton - Oracle
- 2. Agenda + FishbowlCompany Overview + Imaging Customer Successes + Business Problem: Paper and Manual Processes + Oracle’s End-To-End System for Invoice Processing Automation + Demo Walkthru + Questions
- 3. About Fishbowl Solutions Experience + Over 700 projects since founding in 1999 + Oracle “Gold” Partner + Oracle “Public Sector Pillar Partner” Expertise + Portals and Content Management + Enterprise Information Management + Business Process Automation Customer Successes + Across verticals Award Winning + Forrester Groundswell Award - Mobile App + Oracle Excellence Award + Enterprise 2.0 Blazer
- 4. Fishbowl Consulting Services + WebCenter Content - Document Mgmt - Records Mgmt - Digital Asset Mgmt - Web Content Mgmt - Image & Process Mgmt - Document Capture - Forms Recognition - Content Consolidation + WebCenter Portal - Employee Intranets - Vendor or Partner Extranets - Customer Portal + ADF SOA + BPM (business process management) + ERP Integrations + Installations, Configuration, Performance Tuning, Solution Design, Development, Implementation
- 5. Invoice Automation Success City AP Processing Automation • City of 250,000 Southeast of Toronto • Oracle PeopleSoft Customer • Key Areas of Interest – Eliminating Paper – Expediting process, reducing delays – Improve leverage with vendors • Solution Set: – Oracle WebCenter Imaging – Oracle Forms Recognition • Results – 100% automation for PO based invoices – Workflow approval and line item distribution for non-PeopleSoft users.
- 6. Invoice Automation Success Large County Board of Education • Large County Office of Education • Project in conjunction with PeopleSoft deployment • Key areas of Interest – HCM integration – PeopleSoft Managed Attachments • Project in progress • Expected results: – Online job bank of resumes – 100% paperless invoice storage – Better accountability and visibility
- 7. BUSINESS PROBLEM: PAPERAND MANUAL PROCESSES
- 8. Financial Management’s PaperProblem Money doesn’t grow on trees :) • Paper is an essential part of many financial processes • Paper introduces inefficiencies that increase costs (storage, productivity, transportation, auditing) • Paper-reliant processes are well defined but cannot be automated (no scalability, no visibility) • Key examples: Accounts Payable, Travel & Expense
- 9. Typical A/P Department Invoice processing without capture & imaging Invoices Received: Opened, Prepped, Sorted Manual Invoice Entry into ERP Validation Against P.O. Manually Route for Approvals DAY 10 Invoices Return to A/P Desk Final Review & Release for Payment ! DAY 20 DAY 30+ !
- 10. A/P Automation Opportunities + Lower invoice processing costs + Reduce receipt-to-payment cycle time + Improve invoice visibility during receipt-to-payment cycle time + Reduce labor costs associated with invoice processing + Regulatory compliance MANUAL COST PER INVOICE $20.30 $21.10 $12.60 $14.00 $21.30 $12.40 ELECTRONIC COST PER INVOICE PO-Based Invoices Non-PO Based Invoices Other Invoices Aberdeen Group: The E-Payables Benchmark Series: Imaging & Workflow, March 2008 Capture & Imaging Drivers
- 11. END-TO-END PROCESS AUTOMATION FOR INVOICE PROCESSING
- 12. Payables with Oracle’sImaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Workflow & Monitor Approve Invoices Scanned Centrally or Remotely Data extracted & Sent to E-Business Suite / PeopleSoft Invoices Stored in Central Repository Invoice Images & Data Accessed via EBS / PSFT DAY 1 Exception Handling Workflows & Real-time Monitoring Automated Approvals DAY 2-5 DAY 5-7 • Decrease storage, transportation and labor costs • Streamline procure-to-pay operations • Improve process visibility • Strengthen financial controls • Maximize your E-Business Suite / PeopleSoft investment
- 13. A/P Automation Spectrum Which level is right for you? HIGH Front-end intelligent capture & workflow • Invoices scanned upon receipt, indexed with IDR • P.O. matching, vendor maintenance automated • Human intervention only required for exceptions MID Front-end capture & data entry • Invoices scanned centrally or remotely upon receipt • Routed to ERP for data entry (key from image) LOW Back-end capture & archive • Batch scan and index invoices at process completion • Accessed via searches on image indexes Processing Volume 10,000 invoices / mth + 5,000 invoices / mth 1,000 invoices / mth -
- 14. Payables with Oracle’sImaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Approve Invoices scanned centrally or remotely Data extracted & sent to Oracle Invoices stored in central repository Invoice images & data accessed via Oracle ERP Exception Handling Workflows & Real-time Monitoring Automated Approvals Workflow & Monitor
- 15. Centralized Document Capture High-volume scan & index + Scan Recognition Import Index Commit High-volume scanning Automated indexing via barcode recognition Import from email, network folders, fax and FTP servers Zonal, ad-hoc OCR Relational pick-lists and database look-ups Content repository
- 16. Distributed Document Capture Web-based scan & index for remote workers • Reduce inter-office shipping costs • Decrease processing times with ad-hoc scanning capability • Index invoice data remotely or centrally • Support for desktop scanners (TWAIN) or Multi-Function Devices (MFDs)
- 17. Payables with Oracle’sImaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Approve Invoices scanned centrally or remotely Data extracted & sent to Oracle ERP Invoices stored in central repository Invoice images & data accessed via Oracle ERP Exception Handling Workflows & Real-time Monitoring Automated Approvals Workflow & Monitor
- 18. Intelligent Forms Recognition Extract Invoice Data without Templates or Rules • Process diverse invoice formats with no rules, anchors, templates or keyword libraries • Extract invoice header and line data • Automatic invoice line matching with POs Classify: • Content-based recognition & sorting • Document agnostic 1 Extract: • Context-based data extraction • Language independent 2 Validation and Matching: • Leverage ERP data • Fuzzy search for fault tolerant data validation 3 1 2 3
- 19. Payables with Oracle’sImaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Approve Invoices scanned centrally or remotely Data extracted & sent to Oracle ERP Invoices stored in central repository Invoice images & data accessed via Oracle ERP Exception Handling Workflows & Real-time Monitoring Automated Approvals Workflow & Monitor
- 20. Enterprise Image Archiving High volume, configurable storage • Very high volume document storage • Managed in applications for security and behavior • Configurable storage policies: • Leverage fast storage when needed • Cross application and secured saved searches SnapLock SAN, NAS Magnetic
- 21. Payables with Oracle’sImaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Approve Invoices scanned centrally or remotely Data extracted & sent to Oracle ERP Invoices stored in central repository Invoice images & data accessed via Oracle ERP Exception Handling Workflows & Real-time Monitoring Automated Approvals Workflow & Monitor
- 22. Tightly Integrated UserExperience One-click access to imaged documents • Viewer and Task List is launched from ERP UI to: • View task and image • Key from image • Resolve exceptions • Annotate invoices
- 23. Payables with Oracle’sImaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Approve Invoices scanned centrally or remotely Data extracted & sent to Oracle ERP Invoices stored in central repository Invoice images & data accessed via Oracle ERP Exception Handling Workflows & Real-time Monitoring Automated Approvals Workflow & Monitor
- 24. Exception Handling Workflows Prevent lost or delayed payments • Augments native ERP processes with key exception handling abilities: – Supplier maintenance – Request information – Re-scan invoice – Coding of non-PO invoices • Email notifications of task assignments • Accessible to users outside the PeopleSoft environment • Automatic re-assignment, delegation or escalation
- 25. Real Time ProcessMonitoring Customizable Dashboard Views • Real-time metrics available to managers for staffing decisions and workload shifting: • Visibility into in-flight processes at the individual and aggregate level • View types including real-time lists, charts and KPIs • Business user friendly: • Configurable rules/alerts • User created dashboards (No programming needed)
- 26. Payables with Oracle’sImaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Approve Invoices scanned centrally or remotely Data extracted & sent to Oracle ERP Invoices stored in central repository Invoice images & data accessed via Oracle ERP Exception Handling Workflows & Real-time Monitoring Automated Approvals Workflow & Monitor
- 27. Productized, Not Customized Decrease upgrade costs, increase in-house expertise • Loosely-coupled integration: • Minimizes application footprint -- no hard-coding between I/PM and ERP • Upgrade each system independently • Productized, standards-based solution: • Out-of-the-box, customizable best practice solution templates • Make workflow modifications in-house as needed • Leverage standard Oracle support channels
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- 30. WebCenter Capture •Scanning Process for large # of invoices, generally starts in Oracle WebCenter Capture.
- 31. WebCenter Capture: Scanning& Importing • Items are entered thru: – Scanning – Fax – Import • This screen shows importing files into the batch.
- 32. WebCenter Capture: ScanProcess • Opening a ‘Batch’ goes to the first image as shown in the screen. • The scan operator can view each individual document in the batch. • This allows correcting issues such as invalid document separation or poorly made scans.
- 33. WebCenter Capture: BatchIndexing • The next phase is the “Indexing” Phase. • The Indexing phase assigns metadata to each document/invoice in the batch. • Users select the batch to index as shown to the left.
- 34. WebCenter Capture: IndexingIndividual Invoices • Upon selecting a batch, the user is presented with each document – one by one. • During the indexing, the user only enters the necessary data to route to the appropriate AP specialist (i.e. such as Group or Priority). • Batches are then “Committed” and Capture releases all documents into P/S.
- 35. Invoice Processing withWebCenter Imaging
- 36. WebCenter Imaging: EnteringData into PeopleSoft • Once images are committed, items are routed to P/S to the appropriate specialist. • Based upon how the specialist works, the appropriate screen is shown. • The AP specialist begins work by clicking on “Start Processing Images” as shown to the left.
- 37. WebCenter Imaging: Processingthe “Task List” • Pressing the “Start Processing Images” button displays the Imaging Task List screen. • The user can select a specific task from a list that is restricted to their id.
- 38. WebCenter Imaging: TheTask List Screen • The next screen displayed is the Item Task List. • From here, a user may select an individual invoice to process.
- 39. WebCenter Capture: IndexingPhase • From the Item Task List, users are then presented with an image selected. • Note the commands show left of the image, described on next slide. These are configurable.
- 40. WebCenter Imaging: Keyingfrom Image • This example shows user keying from image . • Image opened on right with P/S screen for item on the left. • User can now key from image. • Note, most customers use dual-monitors to support this.
- 41. WebCenter Imaging: Completingthe Voucher in PeopleSoft • Once the voucher has been completed with the line items, it is ready to save. • Upon save, key voucher values are synced between P/S and Imaging to support easy searching and reference.
- 42. WebCenter Imaging: Movingto the Next Invoice in the Batch • After it is entered, user clicks “Complete Invoice” in Imaging which returns user back to the Item Task List for the next item.
- 43. WebCenter Imaging: Accessingthe Image from PeopleSoft • General users and AP Specialists can have access to view the attached image anytime by clicking on “Invoice Image”.
- 44. WebCenter Imaging: TheImaging Viewer • Clicking this link will bring up the image in the viewer.
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- 46. WebCenter Imaging: VendorMaintenance • For missing or invalid vendor information, users select “Vendor Maintenance” which shows form on the right. • This form supports predefined problem codes & comments. • Once submitted, the form is routed to the correct AP queue. • Once resolved, the item will return to the AP specialist’s queue.
- 47. Issue resolution +Similar functionality exists to request the following: – Rescan: send back to scan operator to rescan poor or illegible image. – Request More Information: Can be used to route questions to any PeopleSoft user.
- 48. Why WebCenter Imagingfor PeopleSoft? More imaging and automation, less cost and complexity • Complete: • Single-vendor, comprehensive document process automation – applications, capture, imaging & workflow - on one enterprise platform • Open & Integrated: • Image-enables processes across the enterprise via open, productized integrations with Oracle Applications • Cost-effective: • Maximizes existing investments in Oracle technology & skill sets • Provides strategic value as the default imaging solution for Applications Unlimited & Fusion Applications
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- 50. Thank you! ContactInfo George Sokol: +1.952.465.3488 Craig Morton: +1.703.364.0531