SUPPLIER INVOICE WORKFLOW EINVOICE Efficient automated workflow 2010 IFS

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SUPPLIER INVOICE WORKFLOW

EINVOICE

Efficient automated workflow

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AGENDA – SUPPLIER INVOICE WORKFLOW

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How can we benefit from Supplier Invoice Workflow? Company

Supplier

Authorization Rules

Purchase Order and Supplier Invoice Process Improved Process Flows

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SUPPLIER INVOICE WORKFLOW

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WHY DO WE NEED A BETTER PROCESS

Need a better / more cost-effective way of handling supplier invoices:

Handling supplier invoices is one of the most time consuming and costly administrative processes in a company or an organization today

Each invoice can cost USD 50 or more to handle Cumbersome in a decentralized organization

Risk for late payments and unnecessary interest costs Risk for poor control

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DOCUMENT AUTOMATION

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Replaces manual handling of all documents Increases efficiency

Saves money Saves time

Creates flexibility and dynamics

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BUSINESS DRIVERS

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Companies looking for solutions to facilitate:

New efficient organization models, e.g. networks Service centers

Outsourcing projects

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ACCOUNTS PAYABLE

Payment via file, document or checks Manual Payments Automatic Payments ACCOUNTING RULES IFS Payment IFS Invoice IFS PURCHASING PO Receipts PO Milestones

Sub Contract Applications

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COMPANY SETUP

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COMPANY SETUP

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COMPANY SETUP

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COMPANY SETUP

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COMPANY SETUP

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SUPPLIER SETUP

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SUPPLIER

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AUTHORIZATION RULES

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AUTHORIZATION RULES

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PURCHASE AND INVOICE PROCESS

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EXAMPLE 1 - PO RECEIPT PRIOR TO INVOICE ENTRY

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SUPPLIER INVOICE ENTRY

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POSTING PROPOSAL

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POSTING AUTHORIZATION

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EXAMPLE 2 – INVOICE PRIOR TO RECEIPT

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PURCHASE ORDERS

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CONTINUATION FOR LINE 2 AND 3

Line 1

Line 2

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SUPPLIER INVOICE ENTRY

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POSTING PROPOSAL

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PURCHASE ORDER RECEIPT

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MATCH INVOICE WITH NEW PO RECEIPT

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POSTING PROPOSAL

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FULLY AUTHORIZED

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IMPROVED AUTOMATION

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SCANNING

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ENHANCED SUPPLIER INVOICE WORKFLOW

 _{Improves and automates supplier invoice workflow}

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ELECTRONIC SUPPLIER INVOICE

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TEXT FILE FOR EXAMPLE FROM READ-SOFT OR VENDOR

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SUPPLIER INVOICE WITH ATTACHED INVOICE

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INVOICE COPY IN DOCUMENT MANAGEMENT

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POSTING PROPOSAL

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OPTION TO BRING IN XML DATA

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SUPPLIER INVOICE

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POSTING PROPOSAL

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AUTHORIZATION RULE

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REMOTE APPROVAL

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B2E – BUSINESS TO EMPLOYEE

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B2E – BUSINESS TO EMPLOYEE

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E-INVOICING

1. Definition

2. Different Types

1. EDI 2. XML 2. Broker 4. Email/PDF

3. Advantages of E-Invoicing

 _{Saving Time & Money}

 _{Environmental Concerns}

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ADVANTAGES & DISADVANTAGES

1. EDI

 _{Usually good for high volumes but difficult to implement and maintain.}

2. XML

 _{Again, usually good for high volumes but standards need to be met}

between supplier and buyer that can be complicated and can often change

3. Email/PDF

 _{Simple, short set up time, user familiarity}

4. Best Practices

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WHAT IS COLLECTOR?

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COLLECTOR FACTS

1. Is a plug-in for INVOICES

2. Ability to import and convert office documents (word and

excel) into images*

3. Can communicate using MAPI or IMAP e-mail

configurations

4. Able to set e-mail body as an appendix to the invoice image

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THANK YOU FOR ATTENDING!

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www.IFSWORLD.com

THIS DOCUMENT MAY CONTAIN STATEMENTS OF POSSIBLE FUTURE FUNCTIONALITY FOR IFS’S SOFTWARE PRODUCTS AND TECHNOLOGY. SUCH STATEMENTS OF FUTURE FUNCTIONALITY ARE FOR INFORMATION PURPOSES ONLY AND SHOULD NOT BE INTERPRETED AS ANY COMMITMENT OR REPRESENTATION. IFS AND ALL IFS PRODUCT NAMES ARE TRADEMARKS OF IFS. THE NAMES OF ACTUAL COMPANIES AND PRODUCTS MENTIONED HEREIN MAY BE THE TRADEMARKS OF THEIR RESPECTIVE OWNERS.