COMPLETE END-TO-END AUTOMATION WITH ECM AND SAP. Ellie Casari May 9, 2017

Transcription

1 COMPLETE END-TO-END AUTOMATION WITH ECM AND SAP Ellie Casari May 9, 2017

2 AGENDA Dawn Food Product, Inc History of ECM and ERP Why Dawn chose OnBase 2017 AP Accelerator Project What s Next 2

3 Dawn Food Products, Inc Dawn Foods began nearly one century ago with the basics: two bakers and a recipe for really delicious donuts. Family-owned company with third-generation Joneses Focus and products to provide sweet bakery goods International partner of choice for bakers and culinary professionals around the world Produce more than 4,000 products Employ nearly 5,000 people Do business in more than 105 countries Operate in more than 57 locations worldwide Headquartered in Jackson, MI 3

4

5 Invoice File Cabinet Dawn Food Products, Inc AP 2005 Accounts Payable Home Office Discounts Supplier Invoices Centralized Inventory Supplier Invoices Supplier Invoices Existing Purchase To Payment Process? X Puchasing Lost Invoice X? Accounting Lost Invoice Home Office - Dept Invoices Opens and reviews Discount Supplier Invoices Purchasing Disc Inv Room Fax Imperial Sugar Invoices File and Retrieval of Invoices X? Pay to $ Payments Account Payable Lost Invoice Home Office Home Office Managers Mfg Plant Invoice Exceptions Accounts Payable Invoice Exceptions Distribution Center Mfg Plant Mfg Plant Mfg Plant Fax Problem Invoice Distribution Center Distribution Center Mfg Plant Distribution Center 5 Location Replenisher Distribution Center

6 History of ECM Dawn Food Products Centralized US AP Dept AP US Scanning Approval workflow ERP Integration 2005 Vendor Payments Add Canada Locations 2011 OnBase SAP AP Integration 2013 Work Orders Capture and Attachments Dawn US Mfg Locations Home Office Departments - PTP AR Scanning And Storage MFPs Replaced Scan Stations Employee P-Card For Expenses 2010 Vendor Consolidation Data Clean up Seattle Sites Live on SAP and OnBase 2014 Vendors send Invoices and Inquiries electronically Centralized AP Dept with Mexico Migrate IntelliChief To OnBase

7 Why Dawn Foods Chose OnBase for SAP 7 Integration with SAP Modular design Security Quick implementation process (experience with SAP) Ability to integrate with other applications Multi-Currency Multilingual Global footprint Dawn Europe Consulting services Expansion to additional departments (Regulatory, HR, QA) Support Model (24x7) User Tools Community site User Groups Self Training how easy it is to learn what s needed when needed Easy to follow Manuals Premium Subscription

8 2017 AP Accelerator Project Consolidate AP Applications to ONE platform WorkView Case Management tool to replace TrackIT Import module separate from attachments and send to OCR OCR Automate vendor identification, indexing, routing of invoice for US and Canada Workflow Approval Management managed by business owner (not IT) SAP MIRO and FB60 automated Invoice transaction generation AP Manage exception processing, monitoring, vendor inquires, Mexico SAP, Legacy ERP Departments Reporting Dashboard Activity tracking, monitoring, reporting 8

9 WorkView Case Management Vendor s will be captured and assigned a tracking # Invoice attachments automatically forward to OCR Inquiries assigned to AP team members for follow-up Statements uploaded and indexed for archiving Exceptions are more visible No lost invoices Traceability and accountability Easier to assign work by folder or vendor Ease of tracking KPIs 9

10 Import module Rules based configuration Parse indexes from subject line Create custom processes based on vendor address Split attachment from and forward attachment to OCR subject line can be parsed to automate indexing or vendor identification Send automatic notifications to vendor upon receipt Use to migrate existing s or archived s 10

11 OCR Split attachment into separate invoices (PDFs) Capture all text from invoice Template configuration for high volume vendor invoices Accuracy of data vs manual keying Identify Invoices from other documents types Statements, vendor inquires, spam PO vs Non PO Identify Security values (cost center or company code) Captured text values used for automating indexing Invoice Number Invoice date Invoice amount Due date Additional Data lookups from SAP Vendor Name and Address PO Number PO details Reference or Attention To identify invoice dept or owner Detail Line capture for PO invoices Identify Routing information for Non PO Approval processing 11

12 Workflow Approval Management Department builds the hierarchy and rules Delegation ability for users when out of office Notifications based on time in workflow Embedded in existing workflow Role based or User based Automated Approval processing Material PO invoices (NB, ZNB1) move directly to entry Can be used for ANY approval processes Purchasing Contract approvals Customer Applications New Vendor New Product development CER (Capital Expenditure Requests) 12

13 SAP MIRO Automated Transaction Generation MIRO - PO 3-WAY Match PO data retrieved from SAP identifies invoice for 3-way match SAP NB or ZNB1 OCR Detail Line capture allows retrieval of Good Receipt data Create Rules to manage invoice status based on GR Line Status Notifications to Purchaser based on # of days with incomplete GR Automatic Invoice release for entry when GR rules match all lines Rules to send an invoice to responsible party for tolerance issues Automatic MIRO Invoice transaction generation with GR release SAP MRBR Blocked Invoice process enabled after invoice entry 13

14 SAP MIRO Automated Transaction Generation PO 2-WAY Match PO data retrieved from SAP identifies invoices for 2-way match SAP ZNB2, BO, Contracts Detail Line capture allows retrieval of PO detail Automates GL coding using eforms, validation, invoice amt balance Carbon footprint tracking for Utilities, fuels, gasses Accurate Routing based on Purchasing group, plant, or cost center Notifications to Approvers based on # of days in queue Automatic MIRO Invoice transaction generation when Approved 14

15 NON PO Invoices OCR will do basic indexing and routing identification Approval processing FB60 Automatic Header data and AP entry Non-PO invoices will be the exceptions 15

16 SAP Vendor Payments Capture SAP Document ID Update index on invoice Update Invoice Status to PAID Eliminate automated AP check storage 16

17 Reporting Dashboard Drill down capability Activity tracking Reporting KPIs 17

18 What s Next? RSTOP RVI System migration to OnBase Project Vendor Portal Vendor access to invoice status Vendor Inquires Electronic Invoice submission Mobile Invoice Review and Approvals Invoice and related document access EDI PTP 18

19