Over the past year, I have noticed a rebirth of the concept that if the information came from a computer it must be correct. One example is an e invoice. The electronic exchange of meta data between trading partners has been around for a long time but most of these routines such as edi also include varying levels of error detection and collaboration. What I have observed is that some embrace e invoicing as a way to eliminate invoice errors. The reality is that merely changing the output format does nothing to change the source of the invoice meta data. There are several business solutions that include routines to "clean up" the meta data before transferring it to an ERP such as SAP but many of the decisions as to how to resolve the incorrect meta data still must come from the receiver of the invoice. Just detecting the problem and sending the invoice back to the vendor often does not eliminate the problem. For SAP clients, SAP Invoice Management by Open Text, allows the corporation to still receive the e invoice seamlessly but then analyzes the meta data for problems and if detected, a notification is immediately routed to the person with both the knowledge and responsibility to correct the meta data. It also provides a critical component where incorrect electronic meta data is analyzed for trends thereby allowing the corporation to address the root cause. Of no surprise...the root cause is often an issue with the origin of the meta data.
One of the first computer terms I learned was GIGO...garbage in garbage out. Changing only the method of invoice delivery often cause more problems than it solves...but...if done in concert with a solution such as SAP Invoice Management...the rewards can be significant!
See SAP EcoHub for more on SAP Invoice Management
Showing posts with label e_invoice. Show all posts
Showing posts with label e_invoice. Show all posts
Wednesday, September 7, 2011
Wednesday, June 8, 2011
Heard at SAP Sapphire
I recently attended and presented at the annual SAP Sapphire conference in Orlando. I expected to see strong interest in optimization of back office functions but after years of attending this event, I was amazed to see the high level of interest specifically around invoice process optimization. One personal example…I conducted a micro forum related to SAP Invoice Management where we expected 10 -15 people…the final attendance was 60 people.
In discussions with many of the attendees, I found a significant growth interest related to vendor networks such as provided by Crossgate and dynamic discounting (DD). The adoption of DD will drive corporations to invest in solutions such as SAP Invoice Management to ensure they achieve a high rate of straight through processing. DD will also require invoice exception processing to occur in very few days as opposed to weeks.
I also see the increased adoption of vendor networks driving standardization of invoice meta data content and format; not unlike what edi has driven in the past. This will be slow to evolve but I think will eventually happen.
One topic that caught my attention…Shared Service. While not a new topic, I feel a combination of searching for efficiency gains and control combined with merger and acquisitions has created renewed interest in shared services. The major difference this time around is focus is on utilizing technology and out of the box solutions such as SAP Shared Services Framework & SAP Invoice Management as opposed to prior efforts that focused on moving to less expensive labor pools.
In discussions with many of the attendees, I found a significant growth interest related to vendor networks such as provided by Crossgate and dynamic discounting (DD). The adoption of DD will drive corporations to invest in solutions such as SAP Invoice Management to ensure they achieve a high rate of straight through processing. DD will also require invoice exception processing to occur in very few days as opposed to weeks.
I also see the increased adoption of vendor networks driving standardization of invoice meta data content and format; not unlike what edi has driven in the past. This will be slow to evolve but I think will eventually happen.
One topic that caught my attention…Shared Service. While not a new topic, I feel a combination of searching for efficiency gains and control combined with merger and acquisitions has created renewed interest in shared services. The major difference this time around is focus is on utilizing technology and out of the box solutions such as SAP Shared Services Framework & SAP Invoice Management as opposed to prior efforts that focused on moving to less expensive labor pools.
Monday, November 29, 2010
Electronic Invoicing…A Dog Chasing the Car
What is Electronic Invoicing? Just a simple search of the internet provides several answers. What is the correct way to write the term…spell it out or abbreviate with big E or little e? Does this relate to outbound invoices or inbound invoices? Is this just EDI? I ask for your comments based on my observation below…when you hear e-invoice…what comes to mind?
For my comments, I will use e-invoice and assume it relates to inbound invoices and I will assume that SAP is the backend solution. Invoices can be received electronically through several methods. EDI has been around for many years and seemed to have reached its peak. Most major trading partners were EDI enabled. EDI also requires a specific internal skill set to maintain. The maturity of EDI provides a proven electronic methodology but somewhat relegated to large corporations. Both large companies and small to mid size receive invoices through direct loads from vendor website and upload of files sent from Vendors. The direct link to Vendors is common with purchasing cards while files uploads are common with utilities. All of these electronic methods have in common the elimination of mail room activity and manual data entry. Another commonality is that all may still contain errors in the invoice meta data. Some consider fax or email attachment as electronic but both of these typically require first capture of the image and from that point they are handled the same as paper invoices.
There is a current trend to consider electronic invoice presentment and payment (EIPP) to be e-invoicing as provided by vendor networks. These networks accumulate invoices (typically those invoices still received by paper) from multiple Vendors and then submit them to the respective multiple clients…a many to many relationship. While these networks continue to be unique to specific providers, it is assumed they will eventually provide the ability to “roam” similar to cell phone networks.
Regardless of how a corporation receives e-invoices, it is how you process the header and line item meta data that creates significant additional value to e-invoicing. Moving from paper to e-invoice does not eliminate the vendor from providing incorrect meta data. It does not remove the labor required to correct invoice meta data, to route for approval or to report on the overall end to end processing. It does not provide the necessary process control or audit trails. SAP not only provides the vendor network capabilities through their Crossgate solution, they also provide SAP Invoice Management which is designed to work with all forms of e-invoice.
So not unlike the dog chasing the car…it is what you do with it when you catch it that makes the story most interesting.
See SAP EcoHub for more information on SAP Invoice Managment
For my comments, I will use e-invoice and assume it relates to inbound invoices and I will assume that SAP is the backend solution. Invoices can be received electronically through several methods. EDI has been around for many years and seemed to have reached its peak. Most major trading partners were EDI enabled. EDI also requires a specific internal skill set to maintain. The maturity of EDI provides a proven electronic methodology but somewhat relegated to large corporations. Both large companies and small to mid size receive invoices through direct loads from vendor website and upload of files sent from Vendors. The direct link to Vendors is common with purchasing cards while files uploads are common with utilities. All of these electronic methods have in common the elimination of mail room activity and manual data entry. Another commonality is that all may still contain errors in the invoice meta data. Some consider fax or email attachment as electronic but both of these typically require first capture of the image and from that point they are handled the same as paper invoices.
There is a current trend to consider electronic invoice presentment and payment (EIPP) to be e-invoicing as provided by vendor networks. These networks accumulate invoices (typically those invoices still received by paper) from multiple Vendors and then submit them to the respective multiple clients…a many to many relationship. While these networks continue to be unique to specific providers, it is assumed they will eventually provide the ability to “roam” similar to cell phone networks.
Regardless of how a corporation receives e-invoices, it is how you process the header and line item meta data that creates significant additional value to e-invoicing. Moving from paper to e-invoice does not eliminate the vendor from providing incorrect meta data. It does not remove the labor required to correct invoice meta data, to route for approval or to report on the overall end to end processing. It does not provide the necessary process control or audit trails. SAP not only provides the vendor network capabilities through their Crossgate solution, they also provide SAP Invoice Management which is designed to work with all forms of e-invoice.
So not unlike the dog chasing the car…it is what you do with it when you catch it that makes the story most interesting.
See SAP EcoHub for more information on SAP Invoice Managment
Monday, September 27, 2010
Paper Invoices Can Be Best Practice
I am often ask by corporations “what is best practice for invoice receipt…paper, vendor networks, EDI, direct uploads, vendor portal ?”…and the answer is YES. Most corporations rely on multiple invoice input channels. That often prompts the reply…”you included paper as best practice…are you sure?”
While electronic communication has long been best practice for almost every aspect of our businesses, invoices continue to be generated primarily as paper. The obvious negatives related to filing and retrieval of paper is compounded by the variability of the paper. This variability includes where the data is located on the invoice such as purchase order number, the quality of the paper, the quality of the printer, handling during transmittal (folding, staples, getting wet), handling after transmittal (tears, coffee cup rings, more staples) and the addition of meta data such as a time stamp showing date received or hand written notes. But on a good note I am sure that ALL your invoices are in one language and one currency? Add to this the simple task of routing the paper with in a business process (isn’t land mail great!) and you have all the necessary ingredients for making a bad process.
It might be ask that how can this be considered a bad process since paper invoices are currently used by most successful corporations.
It is not how you receive invoices but how you work with them. How you capture and use this business content is what takes you down the path of best practice or bad practice. It is the header and line item meta data that is important in the Accounts Payable processing and not the document itself. The paper is obviously just a mechanism to convey the meta data. Best practice requires that you immediately scan and store the image while linking to the accounts payable posting within the accounting system. The content will be electronically extracted from image, tested and corrected to ensure accuracy and completeness and then automatically posted. The invoice is the result of procurement, which is the component of a larger business transaction that required the purchase. It is necessary to also link the structured AP document to additional structured documents such a purchase order and unstructured information such as contained in emails related to the purchase. It is also a requirement that the AP information be addressed by corporate record retention.
Since best practice in Accounts Payable is more about the content and use of the content than the paper itself; receiving paper invoices can still be a best practice! Many corporations have already taken the best practice initiative of moving to an ERP such as SAP. When the invoice receipt is paper based, SAP provides the best practice solution by offering all the necessary components including Document Archive for scan and storage, Invoice Management for OCR and exception processing and ECM to manage invoices as one component of the enterprise picture.
If you handle the content properly most certainly, those paper invoices can become a best practice.
While electronic communication has long been best practice for almost every aspect of our businesses, invoices continue to be generated primarily as paper. The obvious negatives related to filing and retrieval of paper is compounded by the variability of the paper. This variability includes where the data is located on the invoice such as purchase order number, the quality of the paper, the quality of the printer, handling during transmittal (folding, staples, getting wet), handling after transmittal (tears, coffee cup rings, more staples) and the addition of meta data such as a time stamp showing date received or hand written notes. But on a good note I am sure that ALL your invoices are in one language and one currency? Add to this the simple task of routing the paper with in a business process (isn’t land mail great!) and you have all the necessary ingredients for making a bad process.
It might be ask that how can this be considered a bad process since paper invoices are currently used by most successful corporations.
It is not how you receive invoices but how you work with them. How you capture and use this business content is what takes you down the path of best practice or bad practice. It is the header and line item meta data that is important in the Accounts Payable processing and not the document itself. The paper is obviously just a mechanism to convey the meta data. Best practice requires that you immediately scan and store the image while linking to the accounts payable posting within the accounting system. The content will be electronically extracted from image, tested and corrected to ensure accuracy and completeness and then automatically posted. The invoice is the result of procurement, which is the component of a larger business transaction that required the purchase. It is necessary to also link the structured AP document to additional structured documents such a purchase order and unstructured information such as contained in emails related to the purchase. It is also a requirement that the AP information be addressed by corporate record retention.
Since best practice in Accounts Payable is more about the content and use of the content than the paper itself; receiving paper invoices can still be a best practice! Many corporations have already taken the best practice initiative of moving to an ERP such as SAP. When the invoice receipt is paper based, SAP provides the best practice solution by offering all the necessary components including Document Archive for scan and storage, Invoice Management for OCR and exception processing and ECM to manage invoices as one component of the enterprise picture.
If you handle the content properly most certainly, those paper invoices can become a best practice.
Thursday, January 21, 2010
AP and Hot Topics for 2010
The following are four Accounts Payable “hot topics” I see for 2010…
1) Paper is still with us! It appears that the movement to electronic invoices continues but at a slower pace than might have been expected. Paper invoices are still the most common form of invoice receipt. The good news is that Optical Character Recognition has improved and the focus is now on accuracy in reading the line item information accurately matching to the PO line. There appears to be greater cooperation between suppliers and their customers to ensure the necessary information is available on the invoice required for proper matching. The optional OCR for SAP Invoice Management by Open Text is being adopted by many SAP centric AP departments.
2) Whether driven by the economy or the desire to increase value to the corporate stakeholders, many corporations are moving to a shared service center for Accounts Payable. The concept of moving the functions to a cheaper labor pool and calling it shared services has had mixed results. What has been exposed is that locating AP in a remote geographic location can result in communication issues. Problems go unresolved for longer periods of time. To facilitate world class shared service centers, corporations are implementing enterprise solutions such as SAP Invoice Management by Open Text to provide controlled business processing. Not only are these solutions improving the day to day transactional processing they are generating information to internal and external clients that allow for continual business improvement.
3) Fraud is nothing new to corporations but too often the focus has been on reporting that detects the fraudulent activity after it has been committed. The cost of fraud recovery can be staggering. Many corporations pay out 30% - 50% of their gross revenue back out to suppliers through Accounts Payable. The fraudulent actives around AP are well documented but until recently, prevention was dependant on a human catching the attempt. In 2010, corporations are moving to implement business rule driven solutions that test for activities such as billings from suppliers not in their system. In addition these solutions provide the metrics to highlight trends such as a single vendor continually overbilling.
4) Last but certainly not least…Accounts Payable personnel are being recognized for the Professionals they are. Organizations such as International Accounts Payable Professionals (IAPP) are providing focus on the power of an Accounts Payable Professional. As mentioned above, AP is critical in fraud prevention. In addition, the optimization and automation of the day to day processing has allowed AP to focus on cash management improvements, improvement in accuracy of financial statements through accurate liabilities and proper inventory valuation and providing thorough and timely financial information to stakeholders from Operations to the CEO. It is becoming common for corporations to require a professional certification of all Accounts Payable personnel upon realization that Accounts Payable is a key component in a world class business!
See SAP EcoHub for More on AP Optimization
1) Paper is still with us! It appears that the movement to electronic invoices continues but at a slower pace than might have been expected. Paper invoices are still the most common form of invoice receipt. The good news is that Optical Character Recognition has improved and the focus is now on accuracy in reading the line item information accurately matching to the PO line. There appears to be greater cooperation between suppliers and their customers to ensure the necessary information is available on the invoice required for proper matching. The optional OCR for SAP Invoice Management by Open Text is being adopted by many SAP centric AP departments.
2) Whether driven by the economy or the desire to increase value to the corporate stakeholders, many corporations are moving to a shared service center for Accounts Payable. The concept of moving the functions to a cheaper labor pool and calling it shared services has had mixed results. What has been exposed is that locating AP in a remote geographic location can result in communication issues. Problems go unresolved for longer periods of time. To facilitate world class shared service centers, corporations are implementing enterprise solutions such as SAP Invoice Management by Open Text to provide controlled business processing. Not only are these solutions improving the day to day transactional processing they are generating information to internal and external clients that allow for continual business improvement.
3) Fraud is nothing new to corporations but too often the focus has been on reporting that detects the fraudulent activity after it has been committed. The cost of fraud recovery can be staggering. Many corporations pay out 30% - 50% of their gross revenue back out to suppliers through Accounts Payable. The fraudulent actives around AP are well documented but until recently, prevention was dependant on a human catching the attempt. In 2010, corporations are moving to implement business rule driven solutions that test for activities such as billings from suppliers not in their system. In addition these solutions provide the metrics to highlight trends such as a single vendor continually overbilling.
4) Last but certainly not least…Accounts Payable personnel are being recognized for the Professionals they are. Organizations such as International Accounts Payable Professionals (IAPP) are providing focus on the power of an Accounts Payable Professional. As mentioned above, AP is critical in fraud prevention. In addition, the optimization and automation of the day to day processing has allowed AP to focus on cash management improvements, improvement in accuracy of financial statements through accurate liabilities and proper inventory valuation and providing thorough and timely financial information to stakeholders from Operations to the CEO. It is becoming common for corporations to require a professional certification of all Accounts Payable personnel upon realization that Accounts Payable is a key component in a world class business!
See SAP EcoHub for More on AP Optimization
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