WS-B1 - P2P-Sample deck for follow up workshops

1. DISCOVERY WORKSHOP
Roles:
1. Yash are driving the system
2. ERP BPO/E is our Chair
3. We have a Note Taker
4. You are our experts and customers. You are the most valuable resource here today
5. All attendees please complete as much of the gap form as you can during and post-
workshop
6. We are recording

2. WHY IS YOUR HELP ESSENTIAL?
 This phase of the programme dictates:
• The system build
• The underlying template
• The impact on Finance processes,
policies, controls and compliance
• The impact on other functions such as
Commercial and Procurement
• You are setting the new direction!
 Today we are looking at Intercompany
transactions and these includes:
• RFQ
• PR
• Indirect procurement
• Service Procurement
• PO outputs
Jan Feb Mar Apr
This is where you will be helping us
Workshops to agree &
document template
design
One ERP solution
template agreed
Build, test, finalise
One ERP template
Blueprint agreed

3. Workshop
Etiquette
There are lots on the call.
Please use ‘hand up’
Teams functions
Undivided attention
please. We need
you at your best
Trust the process
Car Park questions we
cannot answer now
Be a team and act as One
Ignore emails, mobiles and IMs
outside of this Teams meeting
Think helicopter and
vanilla

4. AGENDA
S.No. Topic
1 Indirect Procurement Process review
2 Service Procurement Process review
3 Indirect/Service Procurement - Gaps
4 PO output format

5. Indirect Procurement Process Flow
Requisitioner Procurement Supplier Logistics Finance
Approving Authority
Phase
Start
Create
Purchase
Requisition
Purchase order
Send Purchase
Order to
Vendor
Convert PR to
PO Post Invoice
Receive
Invoice
Price
Variance.?
Material
Document
Receive
Purchase
Order
Send Goods
Send
Invoice
Payment to
Supplier
Invoice
No
Invoice
Block
Yes
End
Release
Requisition
Get Cost
centre and GL
account
information
from Finance
team
Release Pur.
Order
Receive
Goods
Post Goods
Receipt
Release invoice

7. GAPS – INDIRECT AND SERVICE PROCUREMENT
S.No. Gap Description Topic Area
1 RFQ Mandatory for purchases above certain value Create Purchase Requisition
2 Make tax code field Mandatory for down payment request Create Down Payment request
3 PR approval workflow for Indirect procurement Approve Purchase requisition
4 PO output format Print/ Transmit PO

8. RFQ MANDATORY FOR PURCHASES ABOVE CERTAIN VALUE

9. Make tax code field Mandatory for down payment request
Hi Adrian,
Thanks for reaching out. If I follow the notes per below I agree that normally you wouldn’t record VAT on the down
payment since it’s a cash flow only (and no expense at that timing). However what I’m after here if there is a potential
scenario for miss-match between any input Tax amount in the Down Payment request (input by P2P team) and the actual
invoice. Will the invoice in that case override VAT booking in the ledger? Will there be a VAT reconciliation issue? That’s
probably the scenario I would like to explore on Wednesday.
Does it makes sense?
The following is an example of down payment request
PO Line item value 100GBP
Tax @ 20% 20GBP
Down Payment @ 50% 50GBP
Tax on downpayment 0% 0GBP
Tax is not applicable on down payment, it should always be 0%
Invoice 120GBP
VendorCr 120
GRIRDr 100
Input taxDr 20

10. Purchase Order Approval
Spend approval
thresholds
Indirect Directs - CMOs
Directs – Materials
(BARD)
Approval required
Second signature from
Finance Approval required
Second signature from
Finance Approval required
<10,000 USD Budget holder or delegate Not required
VP Procurement/ Director
CMO and Directs
Director of Finance Tech
Ops
BARD Planner or
Planning Manager
< 150,000 USD Budget holder or delegate
Most senior local Finance
representative
≥ 150,000 USD Global ExCo budget holder
Most senior regional
Finance representative
≥ 1,000,000 USD Global CFO SVP Tech Ops Global CFO Member of BARD LT
*CMO - Contract Manufacturing Operations
PR/PO approval workflow for Indirect procurement

11. DECISIONS REQUIRED – INDIRECT PROCUREMENT - RFQ
S.No. Decision Description Target Date Decision by Mundi Pharma
1 Will the RFQ process be used in
SAP
2 Do we need an approval workflow
for RFQ to publish
3 Do we need an approval workflow
for awarding the contract to bidder
4 If Workflow is required, please
provide details of the workflow

12. DECISIONS REQUIRED – INDIRECT PROCUREMENT - PR
S.No. Decision Description Target Date Decision by Mundi Pharma
1 Will the PR process be used in SAP
2 Will you use SKU codes for indirect
materials or text to describe the materials
3 Do we need an approval workflow for PR
in SAP
4 Should the approval be at line item level or
at header level (one approval for all PR
lines)
5 Details of PR approval workflow
6 Should the cost centre be defaulted in PR,
what should be the criteria for this

13. DECISIONS REQUIRED – INDIRECT PROCUREMENT - PO
S.No. Decision Description Target Date Decision by Mundi Pharma
1 Details of PO approval workflow

14. DECISIONS REQUIRED – INDIRECT PROCUREMENT - PO
Required Structure of the approval workflow design
Co.Code Co.Cent PO Val Range Apprvover 1 Apprvover 2 Apprvover 3
1000
10100 Sales
<10,000 User Name
10,001 - 150,000 User Name User Name
>150,000 User Name User Name User Name
10200 Finance
<10,000 User Name
10,001 - 150,000 User Name User Name
>150,000 User Name User Name User Name

15. WHAT’S NEXT?
1. We will send the workshop outputs back to you
2. We may follow-up on car park and some other items
3. Then, and more holistically…

16. WHAT HAPPENS WITH YOUR INPUTS?
We will consolidate your inputs
and ensure that it is cross-
checked with the ‘fit gap’
template generated throughout
the workshops
Cross-checking
They directly contribute to the
thinking which will shape the
future ERP template and help us
develop a fit-for-purpose and
scalable ERP template.
ERP Template
Thank you from the whole ERP team for your help today! We could not do this without your
expertise, knowledge, and professionalism. Thank you for connecting your thinking!