How to Manage E-invoicing Globally: The DHL Story
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In 2013, DHL started their e-invoicing program with Tradeshift. Since then, Steve Verhasselt, Program Manager, DHL (GBS Finance & HR Services (Europe)) and his SSC team have: 1. Successfully managed the technical integration with three ERPs: SAP, Oracle and JD Edwards 2. Already onboarded 733 out of the 2,000 suppliers in scope for the first part of the program 3. Created a Business Process Optimization (BPO) team to onboard the suppliers and act as a shared service 4. Configured operations so that the BPO team reports into finance, and works very closely with procurement to manage supplier onboarding Learn more in this presentation.
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How to Manage E-invoicing Globally: The DHL Story
- 1. HOW TO MANAGE E-INVOICING GLOBALLY September 18th, 2014 1 How to Manage E-invoicing Globally | 18 Sept 2014
- 2. AGENDA • DHL Overview • Shared Service Organization • E-invoicing History and Challenges • New Requirement & Solution • Tradeshift Solution • Onboarding Suppliers • Results • Tradeshift Demo 2 How to Manage E-invoicing Globally | 18 Sept 2014
- 3. INTRODUCTIONS Steven Verhasselt Program Manager, DHL (GBS Finance & HR Services (Europe)) Steven has 20 years of experience working in project environments, mainly in Finance and CRM. The last 10 years, Steven contributed, as a project and program manager, to the establishment of the Global Business Services organization within DHL, and the growth of the DHL Finance Shared Services Center in Maastricht. Lately, Steven has been running mainly PTP programs for the different business partners within DHL, focusing on Invoicing Processing, eBilling Inbound (supplier invoices), and workflow in general. 3 How to Manage E-invoicing Globally | 18 Sept 2014
- 4. ABOUT DEUSTSCHE POST DHL • Headquarters - Bonn, Germany • Network - More than 220 countries and territories served • Revenue - Approx. EUR 55 billion (2013) • Employees – Approx. 480,000 (top 10 largest employers in the world) DHL is part of the world's leading postal and logistics Group, Deutsche Post DHL and encompasses three divisions: DHL Express, DHL Global Forwarding, Freight and DHL Supply Chain. 4 How to Manage E-invoicing Globally | 18 Sept 2014
- 5. MAASTRICHT AS PART OF FHS One of the 5 SSC… Maastricht Cologne 5 How to Manage E-invoicing Globally | 18 Sept 2014 Kuala Lumpur San Jose … at the heart of FHS Europe CACs EFSS SSCs Proximity AR Excellence Economy of scale Financial Excellence Transition Hub Cost Excellence Ostrava
- 6. FHS EUROPE & EFSS, OPERATIONAL STRATEGY Country Accounting Centers CAC SSC - EFSS Maastricht Satellites (captive or BPO) Proximity Expertise Wage Arbitrage Executing processes demanding… proximity to DHL end customer specific local knowledge local language skills high interaction with Business Partner (Controlling & Stations) Adding significant value… in complex processes requiring specialized accounting and DHL knowledge by consolidating regional scalable processes by acting as a transition and harmonization unit for the region 6 How to Manage E-invoicing Globally | 18 Sept 2014 Generating high wage savings by… taking over purely transactional processes acting as back office for the CACs / EFSS specializing in specific processes (data factory)
- 7. PROCURE-TO-PAY ORGANIZATION AP Organization – Approx 500 FTE 6 ERP systems – SAP, Oracle, JD Edwards Invoices • 10,000,000 Globally • 2,000,000 DHL Express No PO, No Pay policy going forward 7 How to Manage E-invoicing Globally | 18 Sept 2014
- 8. E-INVOICING HISTORY & CHALLENGES 8 How to Manage E-invoicing Globally | 18 Sept 2014
- 9. EINVOICING HISTORY Past solution – Different e-invoicing provider Duration: Since 2007 Scope: Europe To date: • 12,000 – 15,000 e-invoices per month • Equals 30% of total scope of project • Approximately 35% suppliers onboarded 9 How to Manage E-invoicing Globally | 18 Sept 2014
- 10. PAST CHALLENGES Expectations of 70% conversion within 2 years not met Supplier Onboarding Challenges • Supplier fees – Suppliers had to pay annual subscription or buy a package of e-invoices • Manual onboarding – One email, then call. Resulted in 50% of suppliers coming back to DHL to be onboarded. • Interoperability – Managed to interoperate with some but not all. Lengthy process. • Global footprint – Lack of global presence 10 How to Manage E-invoicing Globally | 18 Sept 2014
- 11. NEW REQUIREMENT & SOLUTION 11 How to Manage E-invoicing Globally | 18 Sept 2014
- 12. NEW REQUIREMENTS Better supplier onboarding methodology Interoperability and open network Easy and free for suppliers True global coverage Supplier capabilities/value • Invoice status • PO flip • Dynamic validation • Appeals to small and large suppliers 12 How to Manage E-invoicing Globally | 18 Sept 2014
- 13. TRADESHIFT SOLUTION Tradeshift won RFP that involved 30 vendors, the offering includes: 1. Electronic Invoicing • Supports a wide number of transfer protocols such as web-interface, SFTP/FTPS/FTP and to an open API and some 20 document formats, such as cXML, Basda, EDIFACT and CSV. • Compliant in 37 countries, open, multi-lingual, free for suppliers. • Multi-tax capability – up to 4 on one invoice 2. Onboarding App – Automated onboarding campaigns 13 How to Manage E-invoicing Globally | 18 Sept 2014
- 14. TRADESHIFT SOLUTION 3. Business Firewall (Validation Rules) • Invoice date: No more, or no less than 7 days from the current date. • PO based invoices: a valid PO number is mandatory. The PO number validation is dynamic and must match the exact requirement set in validation logic • Non-PO based invoices: valid Cost Centre reference validation – also dynamic validation 4. CloudScan Converting invoices sent via paper/email attachment into digital format • Validation rules applied here also 14 How to Manage E-invoicing Globally | 18 Sept 2014
- 15. PROJECT SCOPE Tradeshift Initial Scope • Focus: All of Europe • Suppliers: 1500 • Invoices: 850,000 / year Phase 2 • Additional Europe: 1,300,000 invoices / year Phase 3 • Rest of World: 1,000,000 invoices / year 15 How to Manage E-invoicing Globally | 18 Sept 2014
- 16. SUPPLIER ONBOARDING 16 How to Manage E-invoicing Globally | 18 Sept 2014
- 17. SUPPLIER ONBOARDING - EASY 17 How to Manage E-invoicing Globally | 18 Sept 2014
- 18. RESULTS TO DATE 18 How to Manage E-invoicing Globally | 18 Sept 2014
- 19. COUNTRY ROLL-OUT Live • Belgium • Austria • Finland • Netherlands • France • Denmark • UK In Campaign: Norway, UK (Freight) Testing: Germany Kicked-off: Italy, Switzerland, Portugal Some countries are 60% electronic already 20-30% conversion rate every month 19 How to Manage E-invoicing Globally | 18 Sept 2014
- 20. ONBOARDING SUCCESS Automated onboarding campaigns • Onboarding continuously running standalone • Questions from suppliers are rarely about the actual onboarding process – it’s simple Stats • Original Scope – 1,500 suppliers • Approx 700 onboarded (~50%) • 3% rejected • Remainder - undecided as yet 20 How to Manage E-invoicing Globally | 18 Sept 2014 What has worked well • CSM concept (Customer Success Manager) - Dedicated team to ensure joint success (DHL + Tradeshift) • Easy & flexible method for suppliers to connect • Smaller suppliers – Previously was very difficult to onboard, very easy with Tradeshift • White Glove – Custom approach to onboarding large volume suppliers
- 21. Amazing things happen when businesses connect Tradeshift brings all companies, big and small, together to transact, connect and collaborate with each other. • Enterprises – Work more easily and productively with their entire supply chain, anywhere in the world. • Suppliers - Free electronic invoicing, faster payments and predictable cash flow is only the beginning. Over 500,000 suppliers in over 100 countries 5 million suppliers connected through platform partners such as Intuit Fastest growing B2B platform in the world today with more than 2000 suppliers joining every week 21 How to Manage E-invoicing Globally | 18 Sept 2014
- 22. WHO WE WORK WITH SBS Some large suppliers on the Tradeshift Network: 22 How to Manage E-invoicing Globally | 18 Sept 2014
- 23. TRADESHIFT’S OPEN PLATFORM APPROACH CloudScan® (Paper) Management TRADESHIFT PLATFORM Supplier Document Transmission, Statuses, Messages, Integration, Security, API Supplier 23 How to Manage E-invoicing Globally | 18 Sept 2014 Buyer Order Management Electronic Invoicing Business Firewall Collaborative Workflow Financial Solutions Build Your Own App Ability to expand functionality as needed
- 24. TRADESHIFT’S BALANCED VALUE PROPOSITION Supplier Buyer Free. No supplier fees. Ever. Connect via web, integration or any accounting software. Communicate & collaborate directly with your buyers. Reduce cost and friction for your entire supply chain. One platform for all your business needs. Lower Manage & track POs, invoices, costs for your entire supply chain. faster payment and much more. 24 How to Manage E-invoicing Globally | 18 Sept 2014 Communicate and collaborate with suppliers. Innovate past invoicing on top of an open platform.
- 25. 25 How to Manage E-invoicing Globally | 18 Sept 2014 DEMO
Editor's Notes
- As I mentioned, Tradeshift is a platform that enables buyers and suppliers to transact, connect and collaborate. From the very beginning our platform was really designed to be open, flexible, completely cloud-based and fully mobile and our network of buyers and suppliers is at the core of everything. To provide a better idea of our platform I’ll use the iphone as an eg….When apple introduced the iphone it built certain core apps like email, calendar, messaging but they also enabled 3rd parties to build apps on their paltform – now there are 1.2M apps and that is a major reason why people want to use the iphone. Similarly, Tradeshift built certain core apps like electronic invoicing, cloudscan, collaborative workflow, early payment solutions but we have also enabled 3rd parties to built apps on top of tradeshift and add value to buyers and suppliers. AND…our customers also have the opportunity to design their own apps….a good example is supplier registration. One of our clients saw after using tradeshift that they could automate the supplier registration process, so together with them we designed a supplier registration app…that is now available to everyone on the platform.
- One last piece that I wanted to share is that Tradeshift really takes a balanced approach to providing value to both suppliers and buyers…with suppliers: we really focus on ensuring that there is value for them…in addition to being free for suppliers, we offer multiple connectivity options, great visibility into the AP process and additional benefits such as acelerated payments and profile pages. And for buyers, well we offer multiple capabilities from handling paper and PDF docs from smaller suppliers as Steven mentioned to integrating with suppliers systems to early payment capabilities. Tradeshift is interoperable with other networks as well. And one of the biggest value-adds is that Tradeshift can easily adapt and evolve as your needs evolve – making our solution Future proof. Tradeshift naturally lends itself to quick integrations with ERP systems and we are obsessed with providing easy and intuitive solutions.