Capitalize on Your Content Webinar 3 Simple Steps to Optimize Order-To-Pay

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Noah Logan
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1 Capitalize on Your Content Webinar 3 Simple Steps to Optimize Order-To-Pay Leverage the OpenText Suite for SAP Webinar, February 2014 Matthias Nießen Tom Walker

2 OpenText for SAP Procurement & Finance Campaign Capitalize on Your Content Assure an accurate and optimal source to settle process This campaign focusses on bringing Procurement and Financial processes and data together. When we talk about Procurement Excellence we think about how to Increase stakeholder communication Manage bid process with qualified suppliers Decrease maverick buying Shorten contracting cycle Enhance communication with LoB and strategic supplier Eliminate automatic contract renewals & establish long-term contracts Reduce manual, paper-based processes Assure compliance When we talk about Financial Excellence we think about how to Integrate the management of financial data and documents Provide seamless collaboration for SAP and non-sap users Optimize and automate for process transparency Maintain documentation security and compliance Replace human touch points with business rule processing to eliminate fraud OpenText Webinar All Rights Reserved. 2

Barriers to achieving success in Order to Pay Organizational Disconnected

5 Order to Pay Key performance indicators you should take care of # of invoices processed per FTE % of discounts taken advantage of Cycle time from receipt of invoice until approved and scheduled for payment Total cost of the process "order materials/services" per purchase order OpenText Webinar All Rights Reserved. 5

Excellence requires close collaboration between

7 Order to Pay Process Process/ Review Requisitions Corporate policy & procedures for procuring goods/services Published list of preferred vendors Details regarding payment Ability to negotiate discounts / financing Pay Approve Requisitions Solicit/Track Supplier Quotes Create / Distribute POs Expedite Orders & Satisfy Inquires Record Receipt of Goods Process Invoice and exceptions Match with budget Review additional documentation and justification Match against contracts Manage exceptions Send correct orders (multiple channels) Manage advanced shipment notifications Link delivery notes Manage additional documentation (quality inspection, ) Automatic routing Communicate with suppliers Approvals Statistics Buyer scoring OpenText Webinar All Rights Reserved. 7

8 How it works ECM for Order to Pay SAP SRM and / or SAP ERP SAP ERP MM, FI Intranet Supplier Insight & History Collaborate on Order Manage Delivery Process Invoice Entry Pay Process, Review, Approve Requisitions Solicit, Track Supplier Quotes Expedite Orders Receive Goods, Services & Invoices Process and Approve Invoices Payment Create requisitions 360 Degree View (Supplier History) Procurement team collaboration Delivery notes, custom declarartions & other OCR Supplier communication Specifications Create order, answer to inquiries, Records Management Trigger workflows Bank communication Manage documentation Approvals SAP Extended ECM SAP Portal Content Mgmt SAP Portal Site Mgmt SAP Extended ECM SAP Document Presentment OCR Option for SAP IM SAP Invoice Management SAP Extended ECM SAP Portal Content Mgmt Compliant Archiving / Records Management OpenText Webinar All Rights Reserved. 8

9 1) Create Perfect Orders

11 What you need to do: Provide all information in a concise, unmistakable way Collaborate and communicate efficiently with the supplier in case of questions Provide transparency about confirmations and shipment notifications to everybody involved OpenText Webinar All Rights Reserved. 11

14 2) Receive Invoices Efficiently

15 Identify the best way that benefits you and your supplier It is not one size fits all: Some suppliers even don t have Individual computers invoice formats and / layouts need to send paper Incomplete information A simple PDF sent via can be viable for many small suppliers E-Invoicing mandates in countries like Brazil, Chile, Mexico, Turkey need to be supported EDI for high volume suppliers 100s of XML formats Complex IDoc processing Supplier portals are available to upload invoices, enter invoice data or simply flip a PO or contract into an invoice Connection issues / communication Business commerce networks like Ariba, GXS, OB10 OpenText Webinar All Rights Reserved. 15

16 To follow the strategy, you need the right software 1. World class free-form OCR 2. Flexible XML transformation 3. IDoc mapping 4. Direct integration into the Ariba Network (and others) OpenText Webinar All Rights Reserved. 16

17 3) Optimize Invoice Processing

18 Optimize before you automate Evaluate the desired to be Is it best practice? Does best practice need to be mitigated for most common or most practical? Only automate after optimization to prevent automation of bad process OpenText Webinar All Rights Reserved. 18

computers don t sleep, go to lunch or become pre occupied.

20 Drive process with business rules Business rules always follow the 3Rs Right information business rules always evaluate they don t sleep Right person they don t forget who needs to be ask when there is a problem Right time computers don t sleep, go to lunch or become pre occupied. They always immediately see the problem route to the right person and provide links to info that is needed to be known. OpenText Webinar All Rights Reserved. 20

information Financial visibility increases profits and control Reporting promotes compliance and helps to eliminate fraud

25 Report on the process Not enough to optimize and automate the process In fact automation often creates more of a black box issue Intelligent reporting transposes data into information Reporting eliminates need to interrupt others for information Financial visibility increases profits and control Reporting promotes compliance and helps to eliminate fraud Most important, reporting shows when the process is not working and needs changes. OpenText Webinar All Rights Reserved. 25

Trend analysis shows results of continuous process

Offering the right information and actions at the right time

27 As a result: 1) You will reduce working time and cycle time Invoices are less frequently touched Tasks are spot-on : Offering the right information and actions at the right time Pending tasks are started earlier OpenText Webinar All Rights Reserved. 27

28 As a result: 2) You meet highest compliance standards Segregation of duties by design Full audit of all steps All data and content is managed and stored in SAP OpenText Webinar All Rights Reserved. 28

What s the value of OpenText EIM? Where do we deliver solutions?

Cost CONTENT & PROCESS Document management cost Business Review

USER EXPERIENCE Collaboration Agility Accelerate business

Communication INFORMATION REPOSITORY Content Lifecycle Mgmt.

31 What s the value of OpenText EIM? Where do we deliver solutions? How do we drive value? Cost CONTENT & PROCESS Document management cost Business Review and approval process Transformation Search & Discovery costs USER EXPERIENCE Collaboration Agility Accelerate business decisions Accessibility & Collaboration Streamlined Communication INFORMATION REPOSITORY Content Lifecycle Mgmt. Compliance Improve process compliance Secure records management Manage regulated processes OpenText All Rights Reserved. 31

32 twitter.com/opentext facebook.com/opentext linkedin.com/company/opentext

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