To optimize and streamline the process of receiving and managing invoices, Barco implemented SAP Vendor Invoice Management, combined with Open Text technology. The benefits? Faster approvals, a more paperless process, more transparency and better insights. Learn more about Barco’s approach of invoice management.

1. GAINING EFFICIENCY AT BARCO
WITH SAP VENDOR INVOICE
MANAGEMENT
Nico Van Herzeele
IT Director
Competence Center Lead
Business Enablement
Barco NV

2. Company
Introduction
Barco One
Platform
Template
SAP VIM
Business Case
& Project
Approach
Lessons
Learned &
Next Steps

3. The road ahead
Global leadership
in
connected
visualization
systems for
professional use
Ambition
Through the offering of
best-in-class networked
visualization solutions,
Barco will enable its
customers to run their
business in a more
effective way
Vision

4. About Barco
90+
Countries
3,361
Employees
+1 billion €
Sales for
5 consecutive
years
• HQ Belgium
• NYSE Euronext
Brussels (BAR)
• Member TECH-40

5. Americas
» Brazil
» Canada
» Colombia
» Mexico
» United States
Asia Pacific
» Australia
» India
» Japan
» Malaysia
» Singapore
» South Korea
» Taiwan
Europe & Middle East
» Belgium
» France
» Germany
» Italy
» Netherlands
» Norway
» Poland
» Russia
» Saudi Arabia
» Spain
» Sweden
» Turkey
» United Arab Emirates
» United Kingdom
Greater China
» China
» Hong Kong
» Belgium
» Canada (X2O)
» China
» France
» Germany
» India
» Italy
» South Korea (Advan)
» Norway
» Taiwan (Awind)
» United States
Sites
R&D and/or
manufacturing
facilities

6. Geographical breakdown of sales 2015
THE AMERICAS
EMEA
APAC
37%
33%
30%

7. We lead by innovation
Image
processing
Display
technology
Projection
technology
Collaboration
connectivity

8. 50%
Entertainment
Company structure
* Based on sales 2015
21%
Healthcare
29%
Enterprise

9. Entertainment

10. Cinema
Events &
Pro AV
Retail &
Advertising Simulation

11. Key facts
27%
The most complete
product portfolio for
whatever digital
canvas you have
Our new 18,000 lumen is
3x brighter than all other
phosphor solutions
More than 80,000 Barco
F-series projectors
installed in world’s
simulators today
Our laser phosphor
projectors help
exhibitions save 50%
on their electricity bill
Barco Silex won a
Technology &
Engineering
Emmy Award
Barco laser projectors were
installed and committed
The most reliable & complete
partner for our rental customers:
“After so many years now, the collaboration with Barco seems
as much a tradition as the Eurovision Song Contest itself”
Niclas Ljung, Manager Technology at Mediatec

12. Enterprise

13. Meeting
Rooms
Control
Rooms
Virtual
Reality
Education

14. Key facts
Producing a noise
level of just 35dB
By the end of the year
over 100,000 units
had been sold
Barco invested 10 billion
euro on technology
The sales of cubes and
LCD displays grew by
30% compared to 2014
40% of the control room
operators use more than
4 screens on their job
Our OverView Seamless
Videowall (OSV) won the
‘Most Creative New
Product’

15. Healthcare

16. Meeting
Rooms
16
Diagnostic
imaging
Surgical
imaging
Modality &
Custom
solutions
Interactive
Patient Care

17. Key facts
+1,000 Coronis Uniti display
systems have been ordered
around the world, one year after
its introduction
Barco’s I-Luminate technology
improves the detection probability
of relevant-size micro calcifications
by up to 30%
2015 saw Belgium’s first liver
laparoscopy in 4K
The investments in our surgical
portfolio bore fruit in 2015: the
business grew by 20%
In June, Barco acquired
ADVAN, a manufacturer of
high-quality LCD displays for
medical modality applications
Coronis Uniti™ received the
2015 Frost & Sullivan Award
and the Silver Edison Award
winner, for its ‘visionary
innovation leadership’

18. Company
Introduction
Barco One
Platform
Template
SAP VIM
Business Case
& Project
Approach
Lessons
Learned &
Next Steps

19. Program principles
We want to transform Barco into a company that is:
Easy to work with for our:
◦ Customers
◦ Suppliers
Easy to work for our Barco employees:
◦ Individual performance
◦ Team performance
Ready to excel in:
◦ Simplicity
◦ One Team, One Barco
◦ Superior customer service
◦ Next generation leadership
◦ Operational excellence
◦ Sustainable growth
◦ Innovation
Barco One Platform

20. Program principles
Joint Business & IT driven Initiative
One solution: Global Template (worldwide)
One program: no other platform initiatives
Simplicity and Speed above complexity
Standardized and harmonized processes, best-practice
reference
Barco One Platform

21. Barco One Platform Roll-out
Run in parallel on core roll-out + Template Improvement Tracks
2012-2013
H1 H2
01 Apr ‘14
India
Deployment
2015
H1 H2 H1 H2
01 Sep ‘14
CRM Phase 1
Lead to
Opportunity
2017
H1 H2 H1 H2
01 Feb ‘15
Service Portal
01 Apr ‘16
SAP APO-DP
(Entertainment)
GLOBAL
TEMPLATE
IMPROVEMENT
WORKPACKAGES
2014 2016 2018
Global
Template
Preparation
Phase
(incl. ECC, GTS,
PLM-PDM, ME,
CRM Service)
01 Jul ‘15
Belgium
Deployment
01 Jul ‘16
Germany
Deployment
01 Jul ‘17
United States
Deployment
TBD
China/Norway/Italy
Deployment
01 Jul ‘17
SAP Material
Master
Deployment
01 Sep ‘15
CRM Mobile
01 Oct ‘16
CRM Phase 2
Lead to Quotation
01 Jul ‘17
SAP VIM US
15 Feb ‘16
SAP VIM BE
01 Jan ‘17
SAP APO-DP
(other divisions)

22. Company
Introduction
Barco One
Platform
Template
SAP VIM
Business Case
& Project
Approach
Lessons
Learned &
Next Steps

23. What is SAP VIM?
SAP VIM = automated processing of Accounts Payable Invoices:
- Irrespective of source of document e.g. paper, pdf, fax, ...
- Irrespective of content and format of document e.g. language
- PO based or non-PO based (not all purchases are PO based)

24. SAP VIM Impact on Accounts Payable Flow
OCR Option for
SAP Invoice
Management
Payment
SAP Invoice Management
Invoice
Recognition
Invoice
Processing
Document
Scan
e.g. SAP
Archiving -
Enterprise
Scan
SAP
SAP
Non-SAP
Or SRM
FAX
Paper
EBPP
Pay
ERP (FI/AP)
e.g. SAP Archiving (by Open Text)
Document Archiving & Viewing
Email
EDI
Automated reconciliation and
posting
Central reporting
- Duplicate check
- Apply Business Rules
- Post Document for payment
Incoming Document
Handler (IDH) of VIM
converts PDF to work item
IDOCS

25. Business Case/Critical Requirements for SAP VIM
Implement
paperless
processing.
Eliminate data
entry and rework
due to keying
errors.
Limited Data entry/
Digital Archive
On Time Payments via
ERP integration
(improved cash flow)
Complete Audit and
Traceability Trail.
Improved Vendor
Relationship
Central / Consolidated
Reporting and Increased
Automatic Visibility
Consistent Process and
Accurate Liability
Forecasting
Reduction of the
Accounts Payable cost
(resolving exceptions)
End-to-end monitoring of
complete process
(receipt-resolution-
posting-payment)
Standardize process for
Production and non-
Production goods
* EFFICIENCY
* VISIBILITY
* COST

26. Scope for SAP VIM (Pilot done for the BE legal entity)
Fast Invoice Template (of Delaware selected) to accelerate the delivery of the project.
Following (Business) Workflows where defined as crucial/ critical in the whole project
◦ Completion Workflow: send the invoice to relevant persons to complete missing information
◦ Non-PO Invoice Approval Workflow: route financial invoice (non-PO) to appropriate people for approval
according Dynamic Approval Rules (DAR)
◦ Discrepancy Workflow: route posted invoice (PO & non-PO) to the appropriate people for approval
according Dynamic Approval Rules (DAR)
◦ Payment Approval Workflow: route CAPEX invoice (PO) blocked for payment for release
Based on the standard Fast Invoice Template prepared by Delaware following Barco specific
changes have been added:
◦ Workflow for transportation invoice: Triggering creation of extra recognition, specific VIM Exceptions
and specific VIM roles
◦ Workflow for posted invoice blocked for quality: Trigger workflow item for each invoice line that is
blocked due to quality inspection (incl. new role, user options)
◦ Workflow for service receipts via Service Entry Sheets (incl. new role, user options)
◦ Extra role for requisitioner for PR creation

27. Project Planning SAP VIM
By making the selection for the “Fast Invoice Template” of Delaware we were able
to go live with SAP VIM after a project in 5 months (incl. Xmas holidays)
Close Follow on
Critical Milestones is
Crucial
Identify the proper
dedicated mixed
teams
(internal- consultant)

28. Barco SAP VIM 7.5 Architecture Scope
SAP PI
SAP ECC
(Vendor)
Payment
SAP VIM 7.0
SAP certified Content Server (Archive Server Link)
SAP ICC 7.0
OCR +
validation
Scanning
(Enterprise
Scan)
SAP (Approval)
Portal
SAP Mobile
(Approval)
Portal
Paper
E-mail
Pdf
Fax
SAP
(Reporting)
Portal
Process all
Incoming Invoices
Automatically
Post Invoices
Process
Exceptions
Clear Exceptions
Comments
SAP Invoice Management - Analytics
Resolve
Exceptions
Automatically
Post Invoices
Orinally Present
SAP VIM Scope Proposal
Not in original scope proposal
Legend: ICC = Invoice Capture Center ; ICR = Intelligent Character Recognition ; OCR = Optical Charcater Recognition ; VIM = Vendor Invoice
Management

29. Company
Introduction
Barco One
Platform
Template
SAP VIM
Business Case
& Project
Approach
Lessons
Learned &
Next Steps

30. Critical Change Management Topics/Attention Points
Stick to the standard SAP VIM workflow implementation/deployment  Prevent the extra
costs of custom developments + enable quicker solution upgrades
All paper invoices (financial and logistic) will need to be scanned (PP, NPP, transport)  NO
exceptions allowed
Possible (change) Impact on invoice layout of current vendors to match ICC requirements
Have awareness of impact of SAP VIM implementation on other business solutions (AMEX,
Fleet Logistics, payment proposal report, reporting, …)
Need to have the proper granularity in the VIM analytics reporting (not all the required
dimensions are readily available in SAP VIM)
SAP VIM forces the users to work with the system and prevents workarounds outside the system
 Only take action if correct transaction is processed in SAP
Non-PO invoice approval flow should be minimized
◦ However remains required for all (PO + non-PO) invoices regarding completion, discrepancy
& payment workflow

31. Lessons Learned SAP VIM
Dedicated focus on the master data settings in ECC systems (Purchasing view,
Requisitioners, Buyers, …)
Integration with Open Text triggers sometimes (technical) issues  Make sure you have close
loop with SAP Support team via you SAP Account Manager
In view of license cost control VIM Approval portal is alternative for SAP ICC  But be aware
that PO triggering will require that users will also need SAP ECC licence
Don’t underestimate the hypercare (3 months) after go live as the process change
management aspects are not always realized in due time.  Keep close relationship with
implementation partner (e.g. Delaware)
Keep focus on regular retraining and limit the number of users that need to work in SAP
VIM in repetitive way (not one time of users)
Keep up-to-date on the latest version to benefit from the new enhancements (Barco already
looking internally to perform an upgrade to SAP VIM 7.5 SP5 before US go live)
With SAP VIM we can have duplicate entries (around 3000 today), but these are via SAP VIM
automatically filtered in SAP VIM

32. Some Facts/Figures & Next Steps (1/2)
We still have at this moment in Belgium 3 Accounts Payable Employees scanning 80 000 invoices/year
Daily scanning & validation of invoices resulted in:
◦  Throughput time reduction = 3 weeks to 48 hrs (invoices not piling up anymore  )
◦  Better financial forecasting on previsions as data is readily available in structured way
Number of Overdue invoices has been reduced overall with 68%
◦ Accounts Payable Team 90% reduction on overdue invoices (= first focus)
◦ Business Team (Procurement, Approvers, ...) 55 % reduction on overdue invoices (= current focus)
.
55 % reduction in
overdue invoices
90% reduction in
overdue invoices

33. Some Facts/Figures & Next Steps (2/2)
Looking at the Channel Analysis we see that the number of manual PO invoices has
already dropped with 16% today compared to 2 months after go live of the project 
Forcing/encouraging our vendors to send invoices electronically with invoicing towards
central e-mail address ICC Invoices
We achieve within AP Belgium today 13% first pass through (only validation required),
nothing else. We are coming from 0% where every invoice was touched by an FTE in the past.
Efforts will continue in this area, but we need to take into account that the best result of first pass
through will – with the current processes and set-up - by default be limited to 35-40 % because of
one of the following reasons:
◦ 35 % of our invoices are NPO invoices that need to receive by default an approval and can’t be
automatically processed
◦ 25 % of our Invoices require the creation of a Service Entry Sheet before receipt can happen
16% 6%

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