New invoice presentation Electronic invoicing Improving Invoicing 2017 Benefits Clients - KONE: When? Why? What? How? Impacts?
2
About KONE Frantz Jelensperger Billing manager KONE France Making cities better places to live in Global provider of escalators, elevators and automatic doors 52.000 employees worldwide 8.7 billion net sales worldwide, 500.000.000 France 400.000 customers global, 39.000 active customers France 200.000 equipement France 3
Improving Invoicing 2017 AGENDA 1. Introduction KONE 2. Why improving invoicing? 3. The improvements we made? 4. Impact customer? 5. Impact KONE employees? 6. Transition e-invoicing: Why? When? Lead time? 7. Conclusion 4
Reasons to improve the Collection process 1. Increase customer satisfaction > meeting customer s new e-invoicing demands 2. Harmonize invoice layouts - KONE global approach 3. Decrease number of disputes > by improving data quality 4. Improve respons time to disputes > by improving insight in invoice status 5. Reduce the payment period 5
Reasons to improve the Collection process MEET CUSTOMER E-INVOICING DEMANDS Customers have different invoicing requirements: Private customer Regional customer National customer Strategic customer Public customer KONE must respond to these requirements KONE therefore needs to harmonize and rationalize its invoicing support Private customers migrate to dematerialized invoicing: (paper+pdf) to EDI (Electronic Data Interchange). Legal framework for the Public Customer: From the 01/01/2018 : deposits of invoices on the portal Chorus Portail Pro 6
What is dematerialized billing? Legal framework in France 3 types of dematerialization : Simple: In addition of the paper invoice (tax proof value) An electronic copy : only an informatic value Unstructured and unsigned file electronically (CSv File) Pdf non signed electronically By file unstructured : Images or Pdf unchangeable & electronically signed by 1 third party certified Tax proof value By file structured : Only files: datas recovered by the client in its systems The data files are unchangeable & electronically signed by 1-thirds party certified File : tax proof value : valeur de preuve fiscale 7
Reasons to improve the Collection process HARMONIZE GLOBAL INVOICE LAYOUT Kone global approach : harmonization of the layout in all countries New harmonized invoice layout : Maintenance contract Small repair Repair Access for all customers to dematerialized billing 8
Start the project First start 2014 global analysis KONE invoice layout End 2016 Implementation new layout model in Spain 2017 Implementation new layout and billing improvements in France 9
Overview new billing solution KONE External treatment Customers post Private Customers email Invoice data Attachment KONE Portal Managed by portal Data input Archiving Invoices and attachments Private Customers Data (EDI) Public Customers
2- KONE Portal : main functionalities Functionality Customers* KONE Invoice archive: different search options and status icons for use ergonomics X X Invoice send by email X X Invoices send to third party (Chorus, Cegedim) X X Invoices send by paper (grouped to the same adress av. 40%) X X Invoice rejected or returned by postal service X Track invoice status information X X Invoices downloaded by the client with download date X X Tracking of customer logins to the Portal and changes made by the customer: - change of mode (from paper to mail etc.), modification of e-mail address... X
Electronic invoicing : opportunities for private clients New opportunities: Simple, Optional, Free, Receive our invoices by email(with PDF attachment) Notification by e-mail of a new invoice on the portal to download Consulting / downloading invoices on the portal EDI: Electronic data interchange How does the customer choose? 1. Mention on new invoices, the possibility of subscribing to the KONE portal and a letter informing about new offers 2. The client indicates in the portal his choice: retrieved and processed automatically 3. Billing mode chosen by the client The customer can only choose one mode of sending and not: portal + mail 12
CSV file New : to meet customer request parallel with one of the legal value systems CSV file available for customers wishing: Data in paper invoices (similar to an Excel file with columns of data) Warning : no customized file according to client request, single file as extracted by KONE To upload to the portal or Sent to the customer! manually! The customer operates this data according to his needs and computer systems 13
1- Electronic invoicing : What benefits for our customer? Benefits Win time Usability Legal value traceability Savings processing mail (opening, distribution, sort by...) X X Less paper invading the office each day X X Time management: connection to invoices on dedicated time slot X X Invoices in dedicated mailbox (s) or directly in their systems X X X No need for scans for computer archiving or sending / mailing for agreement or transfer to other services Edition only of necessities: paper savings X X X X Global vision on portal of current maintenance invoices (contract, small repaired and repairs) X X Traceability: arrival, acceptance / rejection, payment... X X X 14
Impact to KONE France 15
Communication and training : Sales Team Private Customers : To bring customers to our portal rather than theirs is much more constraining: 1. KONE portal is first option 2. If client refuses Portal KONE: propose Portal GIS Cegedim (Partnership) 3. Setting up EDI with customer s provider to be validated by the Invoicing department 4. Upon request and after validation of the Invoicing Department : deposits of our invoices manually on the customer site (customer not wishing to connect to his systems via a portal) 5. Sending a CSV file manually Publics Customer: Legal Portal Chorus Portal Pro Think to identify the type of invoice in Customer market piece Certified portal datas SAP KONE 16
3 Improve the invoicing Process Print All the invoices and attachments are sent to only one print channel Nobody at KONE France can print the original invoice from his printer It means that the invoices are sent directly to the customer following the delivery method choosen by him Rule define with Order2Cash Control of the master data (address, languages, Quantity, equipment ) Group the invoice in the same envelope Invoice and attachment are sent together Respect of the French archiving regulations Creation of CSV File for each invoice Process When the invoice is rejected we have defined an easy process to cancel the invoice and redo a new invoice Report and control Control and traceability for each step Creation of the invoice and attachment Invoice and attachment sent to Order2Cash Invoice treated or rejected (with reason) Validation by third party EDI provider Archiving Kone Portal 17 All the user have access to the Kone Portal in order to have the same view than the customer
SAP Integration ALL INVOICE DETAILS AND STATUS INFORMATION REPORTED BACK INTO SAP 18
Portal View 19
Portal View delivery status EDI 20
Email 21
Portal View Email status 22
Result Invoice improvement All collection agents have access to the KONE Portal and they can answer quickly to the customer ( when who, attachment, group, CSV ) Follow the invoice to the Customer Portal (Public Customer, Strategic customer,.) payment, rejection, waiting, approval Less invoice in dispute (missing information master data, Vat number, customer sales order, attachment) Reduce the payment period Customers have access to their required delivery channel customer satisfaction 23
Next steps GLOBAL ROLL OUT AND ADD EXTRA FUNCTIONALITIES Promotion paper to e-invoicing Roll out KONE countries (US, Belgium, Austria, Switzerland, etc.) Dispute functionality Online Payments, ACH, direct debit credit card Integration online payment status within in SAP (inbetween status direct available via Worldpay) 24
25