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Invoice Automation - About to go live! ~ Demostration to the UK organization of the upcoming go live of Docusphere and Tungsten.
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1 24/07/2014 Invoice Automation – About to go live!1403838.20140724
Invoice AutomationAbout to go live!24 & 25 July 2014 | Vanderlande Birmingham and London offices
2 24/07/2014 Invoice Automation – About to go live!
Today’s agenda
Quick refresher– Systems overview
– Supplier onboarding
System demonstration– Purchase order invoices and the P2P process
– Cost invoices
What’s next?– Go live planning
Q & A
3 24/07/2014 Invoice Automation – About to go live!
Purchase orders are sent to Tungsten via Docuspherefor validation purposesSupplier invoices are created on or sent through the Tungsten NetworkInvoices are transmitted by Tungsten and received in DocusphereWhen there is a 3-way match the invoice is booked in JDEDocusphere finds the purchase order and receipt in JDE and matches the invoice against itAfter the payment term has passed the supplieris paid from JDEPurchase orders are created in JDEFrom both JDE and Insight invoices can be retrieved in Docusphere
Docusphere Insight Reporting
JDE E1Tungsten Network
Docusphere
4 24/07/2014 Invoice Automation – About to go live!
Supplier onboarding – 1
Managed Campaign– Campaign letter going out w/c 28 July
– Approx. 650 suppliers worldwide
– About 50 suppliers are UK & Ireland based
– 80% of Vanderlande’s invoice volume
– Follow-up phone call by Tungsten within 10 days
– Chaser letter sent out beginning of September
5 24/07/2014 Invoice Automation – About to go live!
Supplier onboarding – 2
Ignite Campaign #1– E-mail going out w/c 11 August
– All other suppliers where e-mail address is available
– Suppliers can self register thru web link
– Regular chaser e-mails sent out by Tungsten every 10-14 days
– Campaign runs 8 to 10 weeks
Ignite Campaign #2– Letter going out to suppliers without a known e-mail
– Suppliers invited to update contact details on Vanderlande internet website
– After 4 to 5 weeks a second Ignite Campaign will be run with the gathered contact information
6 24/07/2014 Invoice Automation – About to go live!
What will our suppliers do and see?
7 24/07/2014 Invoice Automation – About to go live!
> Purchase order invoicesand the P2P process
8 24/07/2014 Invoice Automation – About to go live!
Purchase order invoice processing
Pay invoice
Raise purchase
order
Match invoice
Receive goods/ services
Voucher invoice
Receive invoice
Invoice matched
Fix PO and/or
GR
Invoice not
matchedMan
ual
Auto
mat
ed
JDE E1 Docusphere
9 24/07/2014 Invoice Automation – About to go live!
What you need to know…
> Reasons to receive an invoice in the workflow
–MATCHING ERROR: there is a difference between the quantity invoiced and the quantity receipted
– TOLERANCE: there is a price difference between the invoice and the PO
– RETRY: there is no receipt after retrying for x days
– PO CLOSED: there are no open lines on the PO
> Instructions to Accounts Payable via the Purchase Order header
–@1: Payment Hold
–@2: Payment Hold and Check Tax
–@3: Check Tax
10 24/07/2014 Invoice Automation – About to go live!
Demonstrationof purchase order invoices
11 24/07/2014 Invoice Automation – About to go live!
12 24/07/2014 Invoice Automation – About to go live!
> Cost invoices
13 24/07/2014 Invoice Automation – About to go live!
Cost invoice processing
Pay invoice
Purchase goods or services
Auto G/L code invoice
Approve invoice
Receive invoice
Man
ual
Auto
mat
ed
Check G/L coding
JDE E1 Docusphere Not in a system
Voucher invoice
14 24/07/2014 Invoice Automation – About to go live!
Demonstrationof cost invoices
15 24/07/2014 Invoice Automation – About to go live!
16 24/07/2014 Invoice Automation – About to go live!
What’s next
> Go Live for the UK on Monday 4 August 2014
> Supplier onboarding campaign starts Monday 28 July 2014
> All users will have access to Docusphere through single sign-on
> No real training necessary, but…
– Quick Reference Card available for all non-AP users
– Fixed points of contact in both offices for any queries
> Fixed points of contact are:
– Birmingham: Lisa Thomas and Kathryn Palmer
– London: Sue Williamson and Harp Chhokar
17 24/07/2014 Invoice Automation – About to go live!
> Any questions?
18 24/07/2014 Invoice Automation – About to go live!
19 24/07/2014 Invoice Automation – About to go live!