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How to Drive Out 100% of Paper Invoices and Move to Electronic

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If you are a shared services operation faced with year on year targets, this webinar will help you reduce your overheads, increase your productivity and first time match rate, and enhance the service you deliver you internal customers

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How to Drive Out 100% of Paper Invoices and Move to Electronic

  1. 1. Introduced by:
  2. 2. • • • © 2009 sharedserviceslink.com Ltd. All rights reserved. Reproduction of this document or any portion thereof without prior written consent from sharedserviceslink.com or the sources referred is forbidden.
  3. 3. • • • • • © 2009 sharedserviceslink.com Ltd. All rights reserved. Reproduction of this document or any portion thereof without prior written consent from sharedserviceslink.com or the sources referred is forbidden.
  4. 4. • • © 2009 sharedserviceslink.com Ltd. All rights reserved. Reproduction of this document or any portion thereof without prior written consent from sharedserviceslink.com or the sources referred is forbidden.
  5. 5. • • • – – © 2009 sharedserviceslink.com Ltd. All rights reserved. Reproduction of this document or any portion thereof without prior written consent from sharedserviceslink.com or the sources referred is forbidden.
  6. 6. Simple, fast, efficient, secure How to Drive Out 100% of Paper Invoices and Move to Electronic
  7. 7. • Our Credentials • Processes and Payments • RBS Service & Benefits • Our Approach – Connectivity & data formats – Supplier Conversion – Data quality and enrichment – Data storage – Trust & security – Training – Supplier Adoption • Summary
  8. 8. • Largest provider of Banking Services to medium & large businesses in the UK. • Service over 1 million RBS & Natwest business customers • Cash Management: £1 in every £3 in the UK • Service: Number 1 in England, Scotland and Wales • BACS: 40% market share in UK • Credit card transactions: 48% market share in UK • CHAPS: 33% of UK processing volumes • SWIFT payments: 4th largest processor globally
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  10. 10. • Secure exchange of invoice data between trading partners over the Internet. • Clean data is fed into buyers accounting systems for matching and payment. BACSTEL-IP Purchase orders Credit Cards Invoices CHAPS, SWIFT Credit Notes Faster Payments. Statements etc.
  11. 11. Question : The traditional invoicing approval process, could it be better?
  12. 12. Invoice creation Invoice printed Invoice posted Invoice received, opened and entered on to finance system Contacts Supplier re. discrepancies Missing data entered into system Invoice authorisation Invoice submitted for payment Invoice archived
  13. 13. Invoice creation No printing required No post necessary Removes manual entry Online query management Automated Invoice Fix Electronic Authorisation routing Invoice submitted for payment Automated archiving
  14. 14. • How many invoices does your organisation receive annually? • Less than £100k • £100 - £500k • £500k • Don’t know 15
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  16. 16. Authenticate Validate Enrich & Translate Present Archive It’s simple, fast, efficient, secure
  17. 17. • It’s easy to use • Delivers benefits immediately • Now it takes minutes not weeks • Transactions can cost less than a first class stamp • Remove manual errors and omissions • It’s more secure than post
  18. 18. • Complete end to end service, manages your entire invoice process online • Improves and optimises your working capital management • Automatic validation accelerates invoice approval & settlement • Improves visibility of invoices • Reduces costs • Helps reduce your carbon footprint • Facilitates auto reconciliation of accounts • Eliminates manual data entry and human error
  19. 19. • Is your business actively looking for an e-invoicing solution? • Now • Yes, in next 6 months • Yes, in over 6 months time • No • Don’t know 20
  20. 20. 1. Invoice Management 2. Flexible Payment Choices 3. Liquidity Management E-invoicing enables greater control & visibility over your working capital 21
  21. 21. Question : What has prevented the wider adoption of e-invoicing in business ?
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  23. 23. • Accessible: we’ve made user adoption easy • Technology: we can cope with all common data formats • Trust: certainty and integrity are key • Cross Border: the only way for multi-nationals • Registration: we’re pro active with your suppliers • Network: we’re building a community
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  26. 26. Standard e-Invoicing Approach Volume of invoices your business processes today AP team still have to process % of paper manually E-Invoicing – Ratio of suppliers onboarded = volume of e-invoices Time
  27. 27. RBS e-invoicing Approach: Remove paper from day one Volume of invoices your business processes today 1.) All Paper Invoices are automatically redirected to RBS document scanning service from day 1 2.) RBS process and convert all paper to e- invoices 3.) e-invoicing : Increase suppliers onboarded = increased e-invoices Our methodology By scanning invoices, RBS can analyse , categorise and pre pre map suppliers Time invoices & therefore onboard quicker
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  29. 29. • Automatic checks by the hub • Can be defined by customer • For example; PO missing, dates, duplicates, will notify of rejected invoices rejected pass exceptions
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  31. 31. • e-invoicing automatically stores your suppliers’ invoices data. • You can now view all documents through e-invoicing or your existing accounting systems.
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  33. 33. Security • Our network is secure • Data integrity is an inherent part of the service • All suppliers requires authorisation • We offer a pre-approved supplier list import option • Suppliers have a limited access to the service
  34. 34. Protection & authentication • We use digital signatures throughout • We authenticate the origin of the sender of the e-invoice • The e-invoice is protected from tampering • We ensure that the correct person receives it • Provides compliance with EU VAT directive Invoice Document RBS Trusted Network
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  36. 36. A service to match the technology • Dedicated support function • Dedicated implementation and project management team for every customer. • Comprehensive service level agreement. • Highly skilled technical support team on the help desk. • Pro-active registration team.
  37. 37. • Comprehensive onsite training workshops for all customers • Adopt a train the trainer approach • You have access to online training workshops using remote desktop tool Webex • Technical Resource on RBS e-invoicing website • User Guides, Datasheets, FAQ’s
  38. 38. What finance or ERP does your business operate? 43
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  40. 40. • Our Supplier Registration team manages the adoption programs and updates the client on progress • On boarding support complete the supplier setup • Both teams provide training and guidance to suppliers at each and every stage • RBS advise suppliers of the guidelines • The teams explain to suppliers what data they need to provide
  41. 41. • Free for suppliers to register and connect • , as invoices will be sent electronically instead of using paper invoices. • We can process your invoices faster and therefore will be able to • due to invoices going missing or being sent to the wrong place. • Easy way to • invoices
  42. 42. We provide suppliers with a range connections options that allows them to send e-invoices in a way that fits their accounting procedures and technical capability. Document Scan Webscreen Document Flip ebPrinter File Upload & Capture
  43. 43. • Virtual e-printer capability • Printable document captured • Content mapped into structured format • Digitally signed at source • Signed, Standard XML data submitted to hub
  44. 44. Once you’re set up and ready to receive electronic invoices, it couldn’t be easier to connect suppliers. Letters, emails, telephone scripts, validation explanation • Emails, telephone calls, seminars, web demos • Supplier Adoption Pack including FAQ’s, datasheets, user guides
  45. 45. Your supplier registers with e-invoicing
  46. 46. Your supplier chooses their preferred connection option and sends a test invoice • Web screen/PO Flip • ebPrinter • Manual File Upload • System to System • Scanning
  47. 47. Supplier set up complete Supplier set up is complete Your supplier can now start using e-invoicing…no more paper!
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  49. 49. • We provide free access for suppliers • We have existing relationships with customers • We guarantee compatibility – any data in/out • We offer complimentary services such as Supply chain finance or payment options • We are trusted in building large scale networks • We provide proactive trading network adoption • There are 5 flexible connection options
  50. 50. • Would Zero fees bring forward a decision to implement an e-invoicing service? • Yes • No • Don’t know 55
  51. 51. • Demand is increasing year on year • Opportunity to leverage the investment in ERP • Customers recognise the savings available • Return on investment is rapid • Compliance is not a problem • Why build when you can buy? • Why wait? 56 56
  52. 52. • Now possible to convert 100% of your paper invoices to electronic data from day one ;our combined integrated approach makes this a reality. • Suppliers don’t always provide the correct level of data a buyer needs ; invoice fix provides a solution to this issue. • Barriers to supplier adoption are removed, – Providing a free service for all Suppliers – Providing a range of flexible connection options – Data enrichment – Ease of use • RBS has the service and support to remove 100% of paper from day one 57
  53. 53. Questions please 58
  54. 54. Coming soon at sharedserviceslink.com… 9th to 12th March 2009 All webinar attendees receive a 30% discount if they register by 29th January. Please quote WEB14 © 2009 sharedserviceslink.com Ltd. All rights reserved. Reproduction of this document or any portion thereof without prior written consent from sharedserviceslink.com or the sources referred is forbidden.
  55. 55. Coming soon at sharedserviceslink.com… Our E-Invoicing Series Continues! www.sharedserviceslink.com © 2009 sharedserviceslink.com Ltd. All rights reserved. Reproduction of this document or any portion thereof without prior written consent from sharedserviceslink.com or the sources referred is forbidden.
  56. 56. +44 207 359 5355

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