Electronic Invoicing for Government

Transcription

1 Electronic Invoicing for Government

2 Converga Group Established in 1994 and now 100% owned by New Zealand Post New Zealand Post turnover NZ$1.2 billion Converga Group turnover NZ$100 million Converga Technology Centres throughout Australasia and North America Over 1,100 employees

3 Converga Overview Processing over 100 million documents per annum Document processing across multiple industry sectors including government, finance, retail, insurance, education, media etc Employees in over 120 client sites Choice of on-site, off-site, onshore, off-shore People, Processes,Technology

4 Converga s Clients

5 Our Solutions

6 Process Flow

7 Role based set up

8 Invoice

9 Buyer

10 Capex

11 Mobile Client

12 Contract

13 Expense

14 Business Intelligence

15 INVOICE AUTOMATION IN SAP Helping you achieve your business targets

16 Process Director AP Automation

17 Over 7000 customers INVOICES installations SAP COCKPIT installations Offering SAP Certified solutions Member of the SAP EcoHub

18 SAP Certified Software SAP Software Partner Member of SAP EcoHub Integrated into SAP Support Portal

19 Document overview list Detail screen with header, line item and purchase order data Invoice image display Full process log and audit trail Easy view of workflow status Integrated workflows into WORK CYCLE

20 Document overview list Detail screen with header, line item and purchase order data Invoice image display Full process log and audit trail Easy view of workflow status Integrated workflows into WORK CYCLE

21 Document overview list Detail screen with header, line item and purchase order data Invoice image display Full process log and audit trail Easy view of workflow status Integrated workflows into WORK CYCLE

22 Document overview list Detail screen with header, line item and purchase order data Invoice image display Full process log and audit trail Easy view of workflow status Integrated workflows into WORK CYCLE

23 Document overview list Detail screen with header, line item and purchase order data Invoice image display Full process log and audit trail Easy view of workflow status Integrated workflows into WORK CYCLE

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27 High Performance Solutions Purchase to Pay Shared Service Centre Automation Any document types Full suite integrated into SAP R&D Global Approach Focus and Experience Document Process Automation experts PMI Certified Consultants ISO Certified World s Best Practice Training Delivery

28 INVOICE ME

29 Definitions EDI vs. Electronic Invoicing EDI (Electronic Data Interchange) System to System, typically Supplier to Buyer data exchange either directly or by an operator, that requires no manual intervention. Covers a variety of business processes and is not restricted to Finance: o o o Request for Quotation (RFQ), Response to RFQ, Purchase Order, PO acknowledgement, shipping notice, payment advice, invoice, remittance. another example is the set of messages between sellers and buyers, such as request for quotation (RFQ), bid in response to RFQ, purchase order, purchase order acknowledgment, shipping notice, receiving advice, invoice, and payment advice. Not limited to trade data can include patient records, in transport container and is widely used in engineering and construction. Costly and typically labour intensive to implement due to potential business process change and often technical complexities especially on the suppliers end

30 Definitions EDI vs. Electronic Invoicing Electronic Invoicing: Is not limited to data files such as EDI but can include XML based invoicing standards. Often includes the invoice image and the data file instead of only the data Is restricted to financial document types: o o o Invoices (debit, credit) Purchase Orders Remittance advices Far less technical in implementation, depending of the offering in question and faster to implement

31 Global adoption

32 Public sector einvoicing adoption Top governments on einvoicing: Denmark - (einvoicing was mandated already on 2005) Finland - (currently close to 100% of the volume electronic received) United States - Payments, Trade Finance and Procurement main drivers Latin America einvoicing pushed by public sector and tax authorities to combat tax evasion Brazil, Mexico and Chile market leaders Asia Pacific AU, NZ, Singapore and Hong Kong currently only markets with supportive legislation for einvoicing, however changes for better are taking place on majority of Asia

33 Converga InvoiceMe Guarantee Removes inefficient and costly paper invoices to enable maximum process efficiencies in full Procure-To-Pay process Provides the easiest way to send and receive your invoices Maximises supplier adoption

34 InvoiceMe More than EDI How Converga InvoiceMe goes beyond traditional EDI? Multichannel invoice delivery Ease of implementation Risk free Maximum supplier adoption EDI/XML PDF/ Converga Portal Multichannel Invoice delivery maximises supplier adoption and removes inefficient paper invoices from your AP department

35 Electronic versus paper invoicing process

36 Supplier Enablement Options InvoiceMe Customer Portal: InvoiceMe Customer Portal Offers a facility for supplier to create invoice through a web form Provides reporting for both suppliers and buyers No implementation Supplier Converga e-commerce platform Buyer Structured file upload (EDI, XML) ed PDF invoices are converted to einvoices Supplier Enablement Program

37 Supplier Enablement Program Prepare (Phase I) Approach (Phase II) Maintain (Phase III) Report and Repeat (Phase IV) Prepare (Phase I) Categorisation of supplier groups Customer notification letters Campaign schedule & escalation process Approach (Phase II) Campaign communication to the suppliers s to suppliers Follow-up phone calls Maintain (Phase III) Response management Execution of supplier connection Escalations (technical, sales) Report and repeat (Phase IV) Analysis of supplier responses Statistics Decision to repeat

38 Converga InvoiceMe for Government Free for suppliers Single on boarding per supplier for all of government Integration with any AP automation and ERP platforms ROI No more paper for real 100% data accuracy Enabler of straight through processing and further AP improvement Savings potential in processing costs: einvoice sender 57%, einvoice receiver 62% (conservative)

39 InvoiceMe the complete solution Converga InvoiceMe Combines EDI, XML, PDF invoices and Converga Portal to guarantee maximum supplier adoption Maximum supplier adoption Easiest way to connect with your financial supply chain. No process change, no financial commitment or business case from suppliers required einvoice benefits Maximum Cost savings, process automation benefits and an ability for downstream financial process improvement

40 Environmental Considerations Our Paperless Accounts Payable solution saved Compass Group 800 tonnes C02e and 3200 trees per million items. With an average 700,000 invoices per year, laid end to end it would reach 210 kilometres. Enough to lay a loop around Port Phillip Bay.

41 Case Study Coles Group Converga successfully implemented off-site Forms Processing and Paperless Accounts Payable solutions in June, Coles Group outsourced the processing of several finance document types such as Accounts Payable, Accounts Receivable, Credit / Debit Claims, Forms and Statements. Our solution services over 1,000 Coles users and more than 1000 supermarkets and retail stores. Annual document volumes are approximately 2.2m. A reduction from 250 FTE s to a 74 FTE s A reduction in AP costs of 30% The processing cycle has improved dramatically with the system allowing for real time enquiry about unapproved invoices and identifies bottlenecks with suppliers or at the individual sites.

42 Paper is not dead!