Redefining AP Invoice ProcessingWithin Your JD Edwards Environment
Chris Luoma, Director of Product MarketingBottomline TechnologiesApril 22, 2010; 8:30 AMMandalay Bay Ballroom BMandalay Bay Ballroom B
AgendaCh ll ith AP I i P i• Challenges with AP Invoice Processing
• Transform™ AP: Integrated Invoice Management for JD Edwards EnterpriseOne
• Transform AP: Success Stories• Completing the AP Automation process• Summary / Q&A• Summary / Q&A• About Bottomline Technologies
It’s Still A Paper-Based World
“95% of AP departments said they are still
Source: IAPP AP Automation Study, 2009
receiving the majority of their invoices as paper, via the mail.”
Paper Invoice ProcessingInvoice approved?
REQUISITIONER
Which invoice?Pay the supplier!
ppGoods received?
Duplicate invoice!
Goods & prices match? Missing invoices!
Industry Average Results:
$12.71 and 6.4 days$12.71 and 6.4 days to process a vendor payment
IOMA: AP Department Benchmarks and Analysis
Outstanding invoices?Audit original invoices?
Processed invoices?Pay my invoice!
SUPPLIERS MAIL ROOM AP DEPARTMENTSUPPLIER INVOICES
MANAGEMENT
Industry Research – Key Findings
60% 70% f t i l k i ibilit i t th i• 60% - 70% of enterprises lack visibility into their primary AP spend and invoice data.
• Enterprises who have automated their invoice receipt and approval workflow policies have
i d 55% l i i i texperienced 55% lower invoice-processing costs, as well as 30% lower invoice cycle times.
Source: AberdeenGroup, January 2010
Transforming the AP ProcessINVOICE & ORDER INVOICE
APPROVERS
INVOICE & ORDERTRACKING
Invoice approved?Goods received?
INVOICE PROCESSING
Coding, Matching, Posting AP DEPARTMENTBest-in-Class Results:
$8.58 to process an invoice(compared to $12.71)
SUPPLIERS MAIL ROOM3.0 days to process a vendor payment
(compared to 6.4 days)
INVOICE STATUSNOTIFICATION
Duplicate invoice?Goods & prices don’t match?
VISIBILITYStatus, Reporting,
IOMA: AP Department Benchmarks and Analysis
Goods & prices don’t match?Invoice rejected?
, p g,Audit History
MANAGEMENT
Agenda
• Challenges with AP Invoice Processing• Transform™ AP: Invoice Management for
JD Ed d E t i OJD Edwards EnterpriseOne • Transform AP: Success Stories• Completing the AP Automation process• Summary / Q&A• About Bottomline
Transform™ AP: I i M t Transform™ AP: Invoice Management with & within JD Edwards
Invoice Document and Data CaptureI b d D t• Inbound Documents Paper documents via scan Fax server Email attachments Transform™ Scan Center: Optional
add-on module for scanning and indexing documents
• Batch Review Web-based previewing of scanned
batches
Automatic bursting into individual document sets
CAPTURE
document sets
• OCR Pattern creation and expression-based
rules automatically capture header level y pdata
Invoice Document CaptureI i I Fil T f APC tInvoices Image Files Transform APCapture
Multi-function Device
Scan
Fax
Verification and Matching Verification
Resulting images and associated captured data are automatically made available i E t i O fin EnterpriseOne for validation
Automatic MatchVERIFY & MATCH
PO-based invoice data is dynamically matched against both pre-existing purchase orders (2-way) and/or goods received notices (3-way) and posted to the G/L
Invoices which fail to match are made available forare made available for exception processing
Automatic 2- and 3-way Matching
Documents and associated metadata are queued in EnterpriseOne for further processing. Invoice status shows the stage of all invoices in process including those auto matched.
Exception Processing – Forward Request
…any exceptions can verified and reviewed and if needed, forwarded for approval…
Exceptions ApprovalExceptions - Approval
…split screen interface allows for viewing header data and image…
Code and Approve• Route
Non-PO approvalNon PO approval Exception invoices and
associated data can be routed to appropriate users based on business rules
Users can perform further verification and/or coding
• Code & ApproveCODE & APPROVE
Email notifications can be sent to users with embedded link to document requiring approval
Also supports coding by Also supports coding by model allocation based on preset matrix within JDE
Multiple levels of approval can be configured andcan be configured and audited throughout the process
Code Invoices Online
…assigned users code the invoices via standard Web browser; G/L codes are validated against EnterpriseOne…
Approval ScenariosApproval Scenarios$500 $1,000 $5,000
RULES BASED APPROVAL MATRIX
…by Minimum Approvers
Invoice A - $4,238
…by G/L Codesincluding splits
Invoice B - $4,702Line 1: 30.4231Line 2: 30.7539
including splits
…by Escalation /Alternates
Escalation
Invoice C - $300
Out of OfficeAlternate
Real-Time Information Visibility
Audit history with one view of all your invoices
On-demand reporting Account accruals
AUDIT HISTORYAND REPORTING
Account accruals
Compliant Processes Self-documentingg Process change controls Tracking of user activity
Compliance – Reporting
…standard reports provide authorized users the ability to view status of invoices and run metrics on productivity…
Invoice Storage and Retrieval• Storage
Transform AP stores all in oices ith Transform AP stores all invoices with associated indexes
Extends to both related and ad-hoc documents for complete view of each transactiontransaction
Invoices are accessible via standard web browsers
• Access documents within SEARCH AND RETRIEVE
EnterpriseOne All invoices are linked to the
transactions via native JD Edwards media attachmentmedia attachment
EnterpriseOne users can interactively process, view, fax, email or reprintdocuments directly from JD Edwards
EnterpriseOne Media Attachments
…users can view invoice documents from within EnterpriseOne via native media attachment…
Transform AP WebTransform AP WebPortal
…or view outside EnterpriseOne utilizing standard Web-browser via the Transform AP portal…
Transform AP: Complete Invoice Transform AP: Complete Invoice Management
CODE & APPROVE VALIDATE & MATCH
AUDIT HISTORYAND REPORTING
CAPTURE
SEARCH AND RETRIEVE
f OFull Visibility EnterpriseOne is the central location for all invoices
Benefits Overview y p
Transparent Process Auditing of all invoice interaction and status changes
One View Direct integration no need for data synchronizationOne View Direct integration, no need for data synchronization
Automated Document Handling Automated matching and posting of invoices
Flexible Process Online invoice approval outside of EnterpriseOne
Agile Process Adapt the process to meet your needs
Seamless Integration View and code the invoice within EnterpriseOne
Instantly Usable Looks, feels and is EnterpriseOne
Anytime from Anywhere Find and retrieve invoices within EnterpriseOne or online
Agenda
• Challenges with AP Invoice Processing• Transform™ AP: Invoice Management for JD
Ed d E t i OEdwards EnterpriseOne • Transform AP: Success Stories• Completing the AP Automation process• Summary / Q&A• About Bottomline
• Largest owner / operator of suburban office properties in SE525 ti ith 41 4 illi f t fCompany • 525 properties with 41.4 million square feet of space
• Annual revenue for 2009: $460M• 400 employees• Process 60K+ invoices annually
p y
Problem • Analysis showed high invoice processing costs of more than $25 per invoice
• Inability to capture supplier early payment discountsGrowth by acquisition resulted in 10 different processes• Growth by acquisition resulted in 10 different processes
• A $40 invoice had seven levels of approval
• Transform AP for Oracle JD Edwards EnterpriseOneSolution
Results “The Bottomline solution has enabled us to consolidate our invoice processes into a centralized shared services model that cuts approval time, lowers processing costs, andthat cuts approval time, lowers processing costs, and improves supplier relations by ensuring on-time payment.“
Art McCann, Senior Director of IT, Highwoods Properties
• Invests in and develops commercial, industrial and residential property throughout the USC residential property throughout the US
• 90 companies from the Fortune 500, Global 500 or Forbes List of Top Private Companies have selected Hillwood
• 150 employees with 6 divisions• Process 33k+ invoices annually
Company
Problem • All invoice data manually keyed into JD Edwards• 6 divisions received & manually routed invoices for approval• AP was not aware of the status of invoices in process
T f AP f O l JD Ed d E t i OS l ti
• Invoices were paid late• Not uncommon to misplace an invoice
• Transform AP for Oracle JD Edwards EnterpriseOneSolution
Results • Significant increase in AP staff productivity and data accuracy• Invoice to payment cycle time drastically reduced• Transparent view of all invoices in process and status• Less opportunity for late payment• Reliable and accessible storage of all invoices• Extended capabilities with add-on sub-contract functionality
• Develops, manages and finances some of the world's largest Company real estate projects• Best known for its historic 2.8 million-square-foot $1.7 billion
Time Warner Center at Columbus Circle
Company
Problem • Homegrown solution worked with Lawson but did not integrate with new JD Edwards installation
• AP did not have the required visibility into all
• Transform AP for Oracle JD Edwards EnterpriseOneSolution
invoices in process
Transform AP for Oracle JD Edwards EnterpriseOneSolution
Results • Seamlessly integrated with JD Edwards• Users new to working with JD Edwards continue to work
within their familiar environmentwithin their familiar environment• Increased visibility of all invoices in process • Significant increase in AP staff productivity
Agenda
• Challenges with AP Invoice Processing• Transform™ AP: Invoice Management for JD g
Edwards EnterpriseOne • Transform AP: Success Stories• Completing the AP Automation process• Summary / Q&Ay• About Bottomline
Transform™ AP: I i M t Transform™ AP: Invoice Management with & within JD Edwards
Pay Smarter with the Largest & Fastest-Growing Online Payment Network
• Multiple payment types & unlimited remittance detail sent through an easy-to-use online portal
• The most fraud-proof electronic payment solution on the market• Integrates with existing financial systems, works with any bank
• Any payment file type accepted
• Over 95,000 network members and growing • Supplier adoption rates of as much as 70%, vs. only 5-7% for
competitors• Over $300 billion in spend processed
• Supplier on boarding and authentication support from Bottomline• Supplier on-boarding and authentication support from Bottomline• Software-as-a-Service Delivery Model means no upgrade fees or
hardware to install
Agenda
• Challenges with AP Invoice Processing• Transform™ AP: Invoice Management for JD g
Edwards EnterpriseOne • Transform AP: Success Stories• Completing the AP Automation process• Summary / Q&Ay• About Bottomline
Agenda
• Challenges with AP Invoice Processing• Transform™ AP: Invoice Management for JD
Ed d E t i OEdwards EnterpriseOne • Transform AP: Success Stories• Summary / Q&A• About Bottomline Technologies
About Bottomline
725+ EmployeesWorldwide
9,000+ Global C t
NASDAQ: EPAYWorldwide
Offices in US, EMEA &
Asia-Pac
Customers•80 of Fortune 100
•70 of FTSE 100•15 of Top 25 Banks
$138M Annual
Revenues
More Than 20 years’ Experience Automating & Optimizing Financial ProcessesSt t i I ti S l ti S tStrategic, Innovative Solution Set• Wholesale Banking & Enterprise Payments• Financial Supply Chain Automation
C P & C h M– Corporate Payments & Cash Management– Invoice Processing
• Medical Forms AutomationLegal Spend Management• Legal Spend Management
• Document Process Automation
Proven to Deliver Significant Benefits Enterprise-wide
Bottomline Technologies’ Corporate HeadquartersPortsmouth, NH USA
Proven to Deliver Significant Benefits Enterprise-wide• Unprecedented visibility into every transaction• Enables paper-to-electronic migration• Supports audit & compliance requirementsSupports audit & compliance requirements• Expanding SaaS delivery model accelerates time to value, reduces IT costs,
headaches
Top-Tier Customer Base
9,000+ Customers Worldwide
Corporate Awards & RecognitionAite Gro p Best in Class for Global Cash Management• Aite Group Best-in-Class for Global Cash Management: 2009
• American Banker and Financial Insights FinTech 100: 2006 2007 2008 20092006, 2007, 2008, 2009
• Law Technology News Technology Award (Vulcan Materials Company): 2008
• Global Finance Best AP Services: 2005 2006 2007• Global Finance Best AP Services: 2005, 2006, 2007, 2008, 2009
• START-IT Top 50 Technologies: 2008• Financial i “Leaders in Innovation” Award: 2007• Financial-i Leaders in Innovation Award: 2007
Helping Customers Go GreenI t ti G S i C l l t llInteractive Green Savings Calculator allows
customers to better understand the environmental impact of moving from paper to electronic.
http://www.bottomline.com/GoGreen
Thank You!
For more information, please contact: Chris [email protected]
Learn More Online:www.bottomline.com/transformap
Stay Connected!
Twitter: http://twitter.com/bottomlinetech
LinkedIn: http://www.linkedin.com/in/chrisluoma