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10_Automated Invoice Management von Micronas

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					  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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posted:12/4/2011
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