CLevel Esker DeliveryWare Presentation

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Confirmations - Reports - Purchase Orders - Sales
Orders - Remittance advice - Reminders -
Contracts - Claims - Policies - Renewals -
Referals - Medical Records - Lab Results -
Letters - Proposals -
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Automated Purchase Ordering and Electronic
Supplier Invoice Processing
Paul Stevens December 2006
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The paradox!

• It only takes a few seconds to execute business
  transactions

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Accelerate Your Cash Conversion Cycle
Cash Conversion Cycle
Order To Cash
Procure To Pay

• Focus on transactional documents
• Departmental approach to eliminating paper
• Speed up processes and eliminate costs

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Opportunity For Improvement
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Esker DeliveryWare Overview
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Automated Purchase Orders
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Core Activities Purchase Order Processing
Issue RFQ/I, receive quotations, confirm terms
and conditions.
Find and complete requisition form, management
approvals, forward to purchasing and update
requestor
Enter PO into ERP, print and post/fax, confirm
receipt of order by supplier (phone/order
acknowledgement)
Goods received (GRN), inspection with quality
control and issue to requestor
Receive supplier invoice by post, AP matching,
print cheque and remittance advice then post
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Manual Purchase Order Delivery
Purchasing Manager
PO Requestor
Accounts Manager
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Electronic Purchase Order Delivery
Purchasing Manager
PO Requestor
Accounts Manager
Manager
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Purchase Order Processing Cost Comparison
Manual Process
Time
Payment
Receive
Authorise
Select Requisition
77 mins
Cost
44.00
9 mins 5.00
24 mins 15.00
9 mins 2.00
16 mins 10.00
19 mins 12.00
Automated Process
Email, XML Invoice Delivery
Time
Web Requisition
BACS eRemittance Advice
ePO Via Email, XML, Fax
Record GRN Via Web Form
Web Email Approval
23 mins
Cost
14.60
6 min 3.00
2 mins 2.00
2 min 1.20
4 min 2.40
9 mins 6.00
70 Time Reduction 65 Cost Savings
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Demo DeliveryWare for Electronic Purchase
Orders
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Benefits of Electronic Purchase Orders

• Shorter turn-around
• Reduced resource requirement
• Control over the approval process
• Orders managed by suppliers
• Simple Process
• Paperless systems reducing waste
• Reduced stock levels

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Case Study Automated Purchase Orders

• Sought an integrated PO delivery solution to
  roll out quickly across various departments
• Large, dynamic and successful authority, serving
  a population of 1.25 million residents and over
  525,000 households
• Authority has in excess of 100,000 suppliers.
  POs therefore equate to hundreds of thousands of
  documents sent out each year

• The Challenge

• Achieve efficiency improvements in finance by
  automating processes and re-engineering
  procedures including procurement
• Improve the output of documents from their
  Business System beyond just mailing them out in
  the post

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The Solution

• Reduced the use of paper and manual labour
  processes by delivering over 8,000 POs per year
  electronically
• Integrated with SAP
• Catered for high-volume fax production
• Straightforward to implement and at a reasonable
  cost

• The Benefits

• Achieved cost efficiencies, saving around
  40,000 per year on mailing costs
• Quick implementation up and running within 2
  months
• Stable Scalable solution to suit
  organisational growth
• Diverse other documents being evaluated
  remittance advices and invoices

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Case Study Automated Purchase Orders

• Sought an integrated PO delivery solution
• Harness new technology to improve productivity
• Save money through better purchasing
  arrangements
• Help keep its Comprehensive Performance
  Assessment rating of Excellent

• The Challenge

• Automate processes such as procurement and
  develop opportunities for sending purchase orders
  electronically
• Move from manual to electronic purchase orders
  for high volume, low value items generated

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The Solution

• Reduced the use of paper and manual labour
  processes by delivering over 17,000 POs per year
  electronically
• Integrated with SAP
• Catered for high-volume fax production
• Straightforward to implement and at a reasonable
  cost

• The Benefits

• Achieved cost efficiencies, saving around
  18,000 per year on manual labour, paper, print
  mailing costs
• Payback on initial investment within 1 year
• Stable Scalable solution to handle high
  volumes during peek periods
• Diverse other documents now being evaluated
  invoices

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The Business Case for Automated Accounts Payable
Process
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Core Activities Accounts Payable Process
Invoice received by post, burst, collate
distribute
Sort and distribute paper invoices, manually
enter data onto the system and archive the paper
invoice.
Manually matching to PO in terms of price, terms,
quantities and discounts. Confirming receipt of
goods.
Find requestor, send copy invoice, complete
invoice details (cost centre and account codes).
Receive back invoice.
Write cheque, print remittance advice and post
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Manual Accounts Payable Process
Budget Holder
Accounts Receivable
Accounts Payable
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Electronic Accounts Payable Process
Budget Holder
Accounts Payable
Accounts Receivable
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Accounts Payable Processing Cost Comparison
Manual Process
Time
Payment
Query Handling
Invoice Posting
Invoice Receipt
Validation Reconcil- iation
68 mins
Cost
13.00
9 mins 5.00
24 mins 15.00
9 mins 2.00
16 mins 10.00
19 mins 12.00
Automated Process
Email, XML Invoice Delivery
Time
E-mail/ Web Form Workflow
E-mail Web Portal
Auto- Post Match
OCR/e-Invoice Archive
e-Payment e-Remittance Advice
16 mins
Cost
5.05
6 min 3.00
2 mins 2.00
2 min 1.20
4 min 2.40
9 mins 6.00
75 Time Reduction 60 Cost Savings
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Demo DeliveryWare for Processing Supplier
Invoices
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Benefits of Electronic Accounts Payable Process

• Speed up supplier invoice payment
• Reduce staff time
• Reduce processing costs
• Improve supplier relationships

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Local Government over 100 clients
Education over 175 clients
Health over 230 clients
Police over 10 clients
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Come and see us on stand No. 16

• Pick up a CD with the full presentations,
  demonstrations and case studies

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Q A
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Confirmations - Reports - Purchase Orders - Sales
Orders - Remittance advice - Reminders -
Contracts - Claims - Policies - Renewals -
Referals - Medical Records - Lab Results -
Letters - Proposals -