Slide 1

Tokyo, Sydney, Singapore

February 2010

SAP Invoice Management and SAP OCR Option

SAP Invoice Management by Open Text

Comprehensive Business Value based on

powerful Invoice Management

Capabilities

Open Text Content Days – Sydney

Adam Bosna

1. Introduction

2. Playback and Validation

3. Overview of SAP Invoice Management and SAP OCR

4. Live Demo

5. Summary and Questions

Agenda

Open Text and SAP:

Twenty Years of Innovation

1991

1995

1999

2001

Joint projects for imaging, COLD, archiving for ERP

SAP ArchiveLink co-development, IXOS-ARCHIVE for SAP R/3

SAP ITS co-development (Internet Transaction Server)

SAP CRM co-development

Reseller Agreement for SAP Extended

ECM by Open Text

Reseller Agreement for

SAP Archiving &

SAP Document Access by Open

Text First ISV to be “Powered by SAP

NetWeaver”

Co-development of DoD

5015.2-certified Records

Management

2004

Certified for SAP NetWeaver Portal iViews2002

2006

2007

SAP xApps Certified

2008

Reseller Agreement for

SAP Invoice Management by Open Text

and SAP OCR Option

2009 Enterprise Library

Services achieves SAP

Certified Integrations (BC-

ILM 2.0)

Open Text acquires Captaris – RightFax/OCR

IXOS and

Open Text Merger

Combine Structured and Unstructured Content

with SAP and Open Text

Content Enabled Business Processes

CRM ERP SRM SCM

Create

&

Capture

Manage

&

Collaborate

Access

&

Navigate

Transform

&

Distribute

Unstructured Content

SAP Business

Object

Roles

Data

Transactions

Events

Industry

Solutions

Structured Content

Business Applications

Content

Store and Secure

for SAPPowered by NetWeaver

Open Text ECM Suite for SAP

Document

ManagementEmailManagement

ContentReporting

Business ProcessManagement

Capture

and DeliveryArchiving

Records Management

Web ContentManagement

Collaboration & CommunityManagement

Digital AssetManagement

Extended

ECM for SAP

CustomerInformationManagement

SAP Invoice

Management

+ OCR

EmployeeInformationManagement

SupplierInformationManagement

Archiving for SAP

Document Access for SAP

Applications for

Customer John Doe

Customer Jane Mills

Contracts

Life

Vehicles

Claims

Open Text ECM Suite for SAP –

Invoice Management

SAP Invoice Management Optimise and automate invoice processing

Processes all incoming invoices

Resolve exceptions based on 45+ built-in best

practices

Enables compliance

Detailed analytics grant insight and control

SAP OCR Option to Invoice Management

Automatically recognises the invoice data for invoices

of more than 20 countries

High field recognition rate

Simple and efficient data completion

Enables straight-through-processing

Slide 8

From SAP to ECM

Typical customer journeys

Document

Management

SAP

Invoice

Management

InvoiceCaptureCenter

Records Management

SAP DataArchiving

LegacyDecommissioning

DigitalAssetManagement

WebContentManagement

Document

Access

for SAP

EmailArchiving

CLM

Services for

SharePoint

Capture and

Delivery

Business ProcessManagement

SAP Invoice

Management

The Setting

Achieving Excellence

Major Principles

1. Insight – Financial and operational

2. Collaboration – Share common information

3. Automation – Reduce manual processes

4. Control – Exception-based management

5. IT Simplification – One platform

PPP

PP

Optimise Working Capital

Healthy collections and credit

Low DSO, high cash flow

Straight-through finance via standardised integration between banks and ERP systems

Increase discount usage, avoid late payment fees, consequences on rating

Gain Efficiency in Finance

Fast and efficient Financial Closes

Scalability and standardisation

Controlling

Receivables

Internal Audit

Ensure Compliance and Mitigate Risk

Governance & Risk management integrated into business processes

Controls and compliance

Drive Strategy and Growth

Timely insights into performance drivers

Aligned strategic decision-making across teams

Financial Excellence

The CFO's Area of Responsibility

Having problems organising your

Accounts Payable process?

Accounts Payable Process

The bad Reality

SAP Invoice

Management by

Open Text

Features

Open Text Vendor Invoice Management

Automated paper-to-post invoice management

CommentTrigger workflows Post invoices

Invoice

Recognition

Collaboration &

Monitoring

Invoice

Completion

Invoice

Verification

SAP OCR Option for

Invoice Management ERP (FI/AP)

Payment

SAP Invoice Management

Prüfung und

Vervollständigung

UMWANDLUNG

VERIFY AND

COMPLETE

EXCEPTION

HANDLINGAPPROVE

SAP based automated reconciliation and posting

TRANSFORM PAY

OCR

Validation

Inbox

(incoming mail / fax)

PREPARE

SAP

Document Access

Scanning

Archiving

Automated reconciliation and posting

Automated Invoice reconciliation

Incomplete data fields

are automatically

routed for completion

Meta data that is not in

the proper format is

routed for correction

Meta data that is not

compatible with master

data is routed for

correction.

Monitor

Duplication check

based on invoice data

field

Special role for

duplicate analyst

Easy to change

variables through

configuration

Prior invoice available

for comparison

Early detection

Released for payment

only after all resolution

Ensures all discounts

captured

30+ configurable PO

invoice rules

15+ configurable Non

PO invoice rules

Automated resolution

collaboration

Localised to meet legal

requirements

Supports straight

through posting

Automatically routes for

account coding,

validation and approval

Approval routing based

on configurable matrix

Includes single level

approval for PO

Invoices without GR

Configurable automatic

posting after approval

possible

Verify and complete

Check forduplicate

Businessrules check

Approve Pay

SAP Invoice Management Integration

SAP IM approval functions over web interface

SAP IM Functions Residing in SAP ERP

Approval

Workflows

Exception

Workflows

Document

Processing

Workflow

Roles

resolution and

rules

Configuration

settings

Admin tools,

security and

audit trails

Reports

SAP Functions used bySAP IM

MM

PO, Contract

& Requisition

MM

Invoice

Verification

FI

Financial

Posting

HR

Org Structure

Dashboards

Multi backend landscape

Central Instance

Satellite

SAP

Central Reporting

ICCSatellite

SAP

Satellite

SAP

Content Repository

IM Workflow

IM Workflow

IM Workflow

IM Workflow

Stand-alone and SAP Enterprise Portal option

Stand alone approval portal

Integrated as iView into SAP Portal

Invoice Approval Portal Features

Flexible approval web screens: search helps, style sheets, user preferences, custom

buttons

Optimise approval efficiency and user experience

Approval of non-PO invoices without parking

Comply with legislation requiring sequential numbering (e.g. Italy)

Invoice Approval Portal Features (cont.)

Additional attachments including history

Support for accompanying documentation

e.g. like services time sheets

Mobile device support through simplified web layout

Advanced Reporting for SAP Invoice

Management

Reporting optimised for multi-system landscape

Productivity report: User/roles related activities

Aging Report: Analyse processing times for active workflows

Exception Analysis Report: Cycle time, number of touches etc.

Key Process Analytics: Aggregated values and KPI figures

License report: Number of documents per channel

Advanced Reporting: Productivity Report

Workflow processing times by users and roles

Identify bottle necks

Review staffing requirements

Advanced Reporting: Aging Report

Analysis of invoice workflows in process

Grouping into 4 buckets with flexible range

Advanced Reporting: Exception Analysis

Report

Analysis of exceptions

Multiple options for grouping

Advanced Reporting: Key Process Analytics

Integrated Selection

Screen: Save the click to

the back button!

Number of invoices by type

Invoices processed w/o exceptions

Total liability by invoice status

Invoices per incoming channel

Top exceptions

Top vendors: number and amounts

Business graphics for all areas

Advanced Reporting: Central Audit Report

Drill down into each item

E-invoicing interface / EDI input support

API Support for e-Invoicing scenarios

Support for EDI/IDOC invoice scenarios Start Vendor Invoice Management workflow from incoming IDOC

Flexible mapping and support for standard invoice IDOCs

Extensible infrastructure to support customer specific changes

Integrated support for electronic invoices Open API for support for 3rd party e-Invoicing vendors

Consistent processing of invoices received through various channels

Leverage SAP IM for documents of various incoming channels

Pre-Validation, Signature

Verification

SupplierE-Invoicing

ProviderCustomer

SAP + SAP Invoice

Management

Paper Invoice

EDI

Online upload

Integration with SAP SRM

Support for classic scenario and extended classic scenario

Classic scenario: GR might be posted in SRM or ERP, PO is created in ERP only

Extended classic scenario: GR posted in SRM, PO must be changed in SRM

Exception handling

addressing SRM users for

missing goods receipts

and price discrepancies is

now supported

Exception: Missing Goods Receipt

Shopping Cart

Approval

Purchase Order

Confirmation

SAP SRM

Purchase Order

Goods Receipt

Invoice

SAP ERP (ECC)

IM

1. Email notification2. Post confirmation

Exception: Price issue

Shopping Cart

Approval

Purchase Order

SAP SRM

Purchase Order

Invoice

SAP ERP (ECC)

IM

1. Email notification2. Change Purchase

Order

Goods Receipt

Confirmation

Price

difference

45 Best Practice Exception Workflows

Swimlane example

45 Pre-configured Best Practice Exception Handling

Workflows

16 Pre-defined Roles for workflow resolution

SAP OCR Option

Invoice Capture

Centre

Features

Open Text Vendor Invoice Management

Automated paper-to-post invoice management

CommentTrigger workflows Post invoices

Invoice

Recognition

Collaboration &

Monitoring

Invoice

Completion

Invoice

Verification

SAP OCR Option for

Invoice Management ERP (FI/AP)

Payment

SAP Invoice Management

Prüfung und

Vervollständigung

UMWANDLUNG

VERIFY AND

COMPLETE

EXCEPTION

HANDLINGAPPROVE

SAP based automated reconciliation and posting

TRANSFORM PAY

OCR

Validation

Inbox

(incoming mail / fax)

PREPARE

SAP

Document Access

Scanning

Archiving

Invoice Capture Center Features

Simplify and optimise the entire invoice management process:

Capture system for automated capture of invoice data

Separation of documents into invoices and credit notes

Extraction of invoice header data: Amount, date, order number, …

Determination of supplier number through check against master data of ERP-

System

Extraction of line item details

Validation module for ergonomic data completion

Fully integrated into SAP Invoice Management

Best in class OCR: Formerly RecoStar + DOKuStar engines from Océ / Captaris

Document Technologies, now owned by Open Text

Embedded OCR Integration into SAP

Scanning

SAP ECC System

OCR IDR

SAP + SAP Invoice Management

ValidationDuplicate

checkException

Archive

Additional SAP-based business logic between

recognition and validation

High automation rate

End to end process control

Logging, tracing, reporting

Access to validation client controlled by SAP user management

All relevant data stored in SAP system or in archive

SAP ERP

Invoice Capture Center Components

OCR / IDR

IM Dispatch

Invoice

Data

Master Data:

Vendor master data, PO data, Delivery Note

(Periodic download)

Invoice

Image

Recognition

Invoice data extraction,

data mapping with

download data

Invoice data ok?

Validation

Manual keying of

missing data

IM Business Rules

Validate and complete

invoice data, exception

handling, approvalArchive

IM/SAP Invoice

Processing

Posting

Entererprise

Scan No

SAP IM

Invoice Capture Center

Yes

Turn pixels into

characters using optical

character recognition

“Transform”: Recognition Process in Detail

OCR Analyse Extract Normalise Verify

CLERK: 12

DATE SHIPPED

ORDER DATE

10/30/02

10/24/02

COVER CODE

PA

3 Date

Word

Number

Order_Date =

“10/24/08”

“10/24/08”

Format (US)

Day = 24

Month = Oct

Year = 2008

24.10.2008

Find meaningful entities

and tag them

Find the correct date

among all detected

alternatives

Decompose string into

subunits and re-format

as required

Check against

business and

plausibility rules

Valid

period

?

24.10.2008

yes no

Trans

fer

Manual

keying

Manual

keyingTransfer

Validation

Invoice Data Extraction

Vendor

Invoice Number

Line items

Net Amount

Total amount

Invoice Date

Order number

Currency

Delivery note number

ICC approach

Invoice Knowledge Base

Long term effect of different Approaches

Free Form

Recognition

Adaptive

(=learning)

technology

Combining

Free Forms

and adaptive

Form

(template)

based

Recognition

Increase of recognition rate during production time

Invoice data extraction

Data

Vendor ID as in master data

Vendor name

How is the data extracted?

Use of invoice knowledge base

Intelligent data mapping with master data

Use of vendor master data including

auxiliary information (company name, Fax +

tel. number, address , …)

Usage

Required for posting

Mandatory field

Configuration

Mapping with downloaded vendor master

data

Presentation

Automation

Tel / Fax number

Name

Address

Bank account

Master data

(excerpt from

ERP system)

Other …

Vendor ID

Vendor name

Vendor

Validation Client

Access controlled by SAP user management

Data lookup for alternative recognition results

Synchronisation of input fields and image

Separate view for invoice item validation available

No line item validation by default

Support of Accessibility Standard Requirements:

Keyboard only mode

Support of Screen Reader

Single Click Entry: Patented technology for input by pointing and clicking with the mouse

Intuitive use

Software generated proposals

High input speed

Intelligent, automatic table completion

DEMO

Sell the Value –

Value Engineering and Business Case

SAP Invoice Management by Open Text

Questions & Answers

© SAP 2009 / ERP Financials & BusinessObjects Enterprise Performance Management – Total Overview Presentation V.2 / Ralph Schöpfer & Antonio Giannelli / Page 46

Thank you!

Adam Bosna

Senior Solutions Consultant

adam.bosna@opentext.com

Ph: +61 419 561 141