Automated Invoice Management - an example with SAP Connection Dr. Th. Maier, Micronas GmbH Agenda Micronas Company Profile Main Goals and Realizing Capturing of the Original Invoice and Invoice Data Invoice Cockpit Workflows Documents in Archive Results About Micronas Micronas Semiconductor Company with Micronas Holding AG (Zurich), Micronas GmbH (Freiburg i. Br.) – head office Development and production of integrated circuits, controls and sensors Market segments: Automotive and Industrial Electronics Employee count 2010: 900 Sales in 2010: 190 Mio. CHF Main Goals for Automated Invoice Process Accelerate procedures by using paperless processing and the reduction of manual effort Better monitoring of invoice due date Transparent processes Software support for business operations Use of standard software from a single vendor Integration into existing standard software environment Automatic archiving and indexing Compliance with legal requirements Analysis of Invoices Vendor No. Number of Number of Invoices Number of Vendors Invoices Invoices cumula- Vendors cumulative cumulative tive in % cumulative in % 64483 2209 2209 5 1 0 50582 2009 4218 10 2 0 82423 1414 5632 13 3 0 80906 1235 6867 16 4 0 ... 58179 18 34924 79 369 15 50059 18 34942 79 370 15 A-Vendors 49584 18 34960 80 371 15 80% of invoices with 49172 18 34978 80 372 15 15% of vendors 48060 18 34996 80 373 15 Lorenz curve ... 59384 9 39332 89 716 30 Vendor Count cumulative in % 59190 9 39341 89 717 30 B-Vendors 58948 9 39350 89 718 30 90% of invoices with 30% of vendors 58790 9 39359 90 719 30 42169 9 39368 90 720 30 C - Vendors ... 12264 1 43966 100 2423 100 121 1 43967 100 2424 100 Composition on: B - Vendors C-Vendors 11445 1 43968 100 2425 100 Frequency Effort at processing A - Vendors Without Value Added Tax Digital Form (PDF, Tiff) Invoice Count cumulative in % Electronic Data Interchange etc. Automated Invoice Capture Process Vendor master data orders etc. Standard SAP / SAP- Workflow Workflow Inbound Kofax Capture Kofax Transfer Kofax Transfer EDI Application step Modul Modul Paper Invoice- Post Payment Process Invoice Capturing Classification Validation (verify, allocate (Scanning/ Extraction start posting) digit. Doc. Auto Import) (unattended) Invoices, Credit advice Document Management System Central Scan Invoice SAP Workstation Workstation Station Capture (SAP-GUI/Saperion Client) Workstation Transact. SAP Standard Transaction Import Server Cockpit (Monitor/Center) Logistic Process (with reference to orders) Purchase requisition Invoice received SAP Purchase order Prepare invoice batch Incoming goods Scanning (in Acc., centralized) Kofax Capture Classification/Extraction / Validation Archiving in Saperion Release to Cockpit (SAP) Check goods received status Completion of Center voucher Purchasing WF if necessary Manual Case: Posting Case: SAP WF w/out goods rec With goods rec, no part payment or goods rec w. WF = Workflow based Auto. payment part payment on SAP Workflow WF: Approval + Acc Pay = Accounts approval Release + Payable „4-eyes principle payment approval“ Goods Rec: Goods Received Payment Fiscal Process Invoice received Preparation of invoice batch in Acc Payable Scanning (in Acc Payable, centralised) Kofax Capture Extraction / Validation Archiving in Saperion Release to Cockpit (SAP) Completion of Center voucher WF "Approval / Allocation" (with activity type, multilevel) SAP Manual WF Pre-posting / Posting SAP voucher WF "4-eyes principle payment approval" Payment WF = Workflow based on SAP Business Workflows Acc Payable = Accounts Payable Capture / Classify / Extract / Validation / Release Validate Improving Recognition by: Online Learning Templates Extention of Functionality by: Programming Information for Recognition Quality by: Statistic Reports Invoice Cockpit: Monitor / Account Book Invoice status Invoice data Status: Ar Archiving R+ Center Invoice Rg SAP Invoice F1 Allocation fisc. (WF) F2 Approval fisc. (WF) WE Receipt of goods EK Purchasing (WF) ZS Payment freeze (WF) SB Accounts Dept. (SAP posting) Za Payment Invoice Cockpit: Monitor / Account Book /2 Invoice data SAP MIR4: Logistic Invoice Invoice Cockpit: Center with Center Voucher G/L Account, Order data Header data Assistant Cost Center Line data Original Workflow: Release Logistical Invoice (Example) Assigning/Release by Account Release Responsible Person Step 1 Step 2 Step 3 Step 4 Assigning/Release*: Release**: Release***: Action****: Account Release Delete by Release for Payment Block Indicator Parallel Goods Recipient 1 by Director Accounting Goods Recipient 2 … Monitor Grid Column: F1 Monitor Grid Column: F2 Monitor Grid Column: ZS * Goods Recipient is ** Is executed only, if *** Four-eyes principle **** Delete Block Indicator extracted from Order the amount is greater from log. and fisc. Voucher than e.g. 5000€ Workflow: Release Invoice, WF Protocol Documents in Saperion: Document Process „Purchase to Pay“ Delivery Note Invoice Invoice Requisition Order Order Confirmation Release Workflow Protocol for Invoice Automatic Indexing with data from SAP Project Results Faster completion of the entire process Compliance with due dates (Info via Monitor) Optimization of organizational processes – also in other departments (especially through use of WF) Transparency of the whole process (Monitor) Reduction of paper use (WF / Original display) Automatic archiving and indexing of all originals and workflow audit logs All documents (incl. WF audit logs) can be searched for, displayed, etc. using Saperion All goals have been reached! Thank You Questions?
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