How to cut supplier calls by 60% Invoice Status Services. Billy Hayden OB10

Transcription

1 How to cut supplier calls by 60% Invoice Status Services Speaker Sue Coleman GSK Billy Hayden OB10

2 Questions for the room What do you do today? How many calls are you receiving and in what locations? Any idea how much this costs you as the buyer? Do you have an company objectives to reduce inbound calls? Or, do you have any feedback from your suppliers? How do you receive your invoices? (OB10? IDC? P-Card? EDI? Paper/ ?)

3 Invoice Status Services Why? Reduce inbound calls, costs and the internal resource required to respond to invoice status queries einvoicing becomes significantly more attractive to suppliers The quickest & easiest way for a customer to update a supplier Suppliers like it! Reduced resource and invoice-chasing costs as status is easily available Use one portal to send invoices and check their progress It s quick and easy to check and understand an invoice s status on the new OB10 portal. And it s completely free for suppliers!! The gateway to Supply Chain Financing Invoice Status Service is essential for buyers interested in offering supply chain finance solutions

4 Invoice Status Service (ISS) Functionality ISS makes the status of invoices visible as they cycle through the invoice-approval and payment process: Easy answers to suppliers most common questions Have you received my invoice? When will I get paid? (the #1 subject of OB10 support tickets/calls) 24 x 7 visibility of your supplier s OB10 Portal account: Invoice status Ad-hoc reporting

5 ISS High Level Process Flow OB10 delivers electronic invoices from suppliers to their customers as normal The customer receives and processes the invoices for payment The AP client sets up a connection to OB10 (same connectivity options as for e-invoicing) and sends the workflow statuses to OB10 The supplier can access their account within the OB10 Portal and view the status of each invoice OB10 displays the most up to date status for the invoice

6 Invoice Status Functional Overview Supplier Network Services Customer Send invoice status View online

7 High Level Invoice Status

8 Invoice Status Details

9 Invoice Status via Ad-hoc Reporting

10 ISS Alert Example

11 Invoice Status Service Data AP specifies the status for each invoice OB10 will pre-process the specific AP statuses to conform to 5 standard OB10 statuses Received, Approved, Paid, Exception or Rejected AP clients may include additional optional fields OB10 Transaction Number Invoice Status Comment (free form text up to 255 characters) Optional free form text fields (20 fields of 255 characters) Payment date (required if invoices that are approved or paid) Remittance Advice # ( applicable if invoices are paid) AP can use optional fields to expand on high level status For example, Quantity price hold would be in a high level status of Exception but an optional field could document the reason.

12 Additional Capabilities and Scope Invoice Status for 100% of a customer s suppliers No requirement that the supplier submits invoices via OB10 Registration for an OB10 Portal account will not require that the supplier is active for any OB10 service Supplier self service registration and activation will be provided enabling the user to log on to the OB10 Portal After logging in to the OB10 Portal, the supplier can then request to register for a new service; for example Invoice Status Service The registration process for the Invoice Status Service can be customised according to a buyers requirements OB10 prompts the supplier to enter one or more of these elements and if the data matches the customer data, the service is activated.

13 Example Optional Fields AM Invoice Amount BK Payee Bank Name BN Bank Account Number BS Sender Bank Name CD Check Date CN Check Number CR Carrier DA Delivery Address DD Delivery Date DM Delivery Method DU Payment Due Date EB Entered By FT Free Text OP Original Payment Date PD Payment Date PL Pay Later Date PM Payment Amount PO PO Number RF Reference SD Status Date SI Scan Identifier SM Status Message

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15 GSK s move to e-invoicing our Paid on Time campaign 2009 the challenge for 2010

16 What was the challenge? Challenge Solutions 20% Cost Saving E-Invoicing 60% 90% 90% PO Compliance 70% Vendor Portal 70,000 Contacts 50 % Productivity 70 %

17 Why did GSK want the portal? Carrot for using OB10 Invoice Status Service Confirmation of payment due date Improve Customer service Productivity improvements

18 Benefits of a portal For the supplier Guaranteed invoice delivery Reduce debtor days (DSO) Cut print and postage costs Online review of invoice status Reduce collection activity Can convert a PO to an invoice in one click Online view of remittances Can take optional early payment of approved invoices Easy reporting Contributes to green targets For the buyer Guaranteed invoice delivery Achieve on-time payment targets Improved productivity Reduce calls relating to invoice status Improve data quality Can send POs to the portal if converted making auto-matching more likely Reduce calls relating to remittances No effect to working capital of dynamic discounting Easy reporting Contributes to green targets

19 What happened? The results... Reduction of invoice related calls from suppliers Reduction in calls of over 60% in first year

20 How to cut supplier calls by 60% Invoice Status Services Speaker Sue Coleman GSK Billy Hayden OB10