ap - control organization expenditures with people soft invoice-to-pay solutions

8/7/2019 AP - Control Organization Expenditures With People Soft Invoice-To-Pay Solutions

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Presentation Instructions


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S318043 : It's Time to Optimize Travel Costs with Oracle's PeopleSoftExpenses

Suresh Ghanta

Solutions ArchitectDell

Frederic Portal

Product Strategy Manager


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Program Agenda

Expenses: Strategic Opportunity

from Manual Process to Automated

PeopleSoft Travel and Expenses 9.1

PeopleSoft Travel and Expenses 9.2

Key Takeaways


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Expenses: Strategic Opportunity

from Manual Process to Automated


7/777Source: The Economist Intelligence Unit, Working Council of CFOs, CEO-CFO Dialogue

Company-wide travel policies

Move toward centralized expense mgmt functions

Strong emphasis on audits to control spending

Increased visibility of spending behaviors

Focused on Lowering Travel and Expense CostsLeading Business Trends


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Need More From Less

Increase Productivity

Reduce OperationalCosts

Costs Out of Control Compliance

Planned spending

No Visibility Into Spend

No single source of data

Expenses: Strategic Opportunity fromManual Process to Automated

Can You Afford to Miss TheOpportunity?


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Risk Tied to Manual ProcessingSolution Expense

UnintentionalErrors

IntentionalErrors

User error

Late or missing receipts

Data entry error

Duplicate entries

Fictitious entry

Mischaracterization

Overstated expenses

Multiple claims

Inaccurate anduncontrolledexpenditures


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Cost of your Travel and Expenses

8% to 10% of your Total Operational Expenses isabout Travel and Expenses:

8-10%

T & E

20% Out of Policy

!

$50,000 $100 Million peryear for large corporation

$10,000 $20 Millionout of policy

Aberdeen Research

In Numbers:


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44%

72%

56%

28%

Other

Best inclass

Travel BookingOneline Offline

MarketTrend

48%

80%

52%

20%

Other

Best inclass

Expense ReportingElectronic Manually

Source: AberdeenGroup


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ROI Opportunities

Expense reporting is central to the T&E

process, offering the greatest potential for costsavings while increasing traveler convenience

Cost Per

Expense Report

Best

Practice

Average

Cost

Manual

Process

Process Cost $6.25 $28.91 $51.35

*4.62 *8

Compliance 90% 77% 47%

Source: Aberdeen Group


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Cost Tied to Manual ProcessingExpense Processing solution

Paper

0

2

4

6

8

10

12

14

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Online

Reimbursement Cycle Time

(Days)

Paper Online

0

5

10

15

20

25

30

Avg. Booking Transaction costto Process Expense Report ($)

0

5

10

15

20

25

30

Paper Online

Avg. Transaction CostTravel ($)

Source: Aberdeen Group Source: Business Finance Magazine. March 2003. Keeping Expenses In Check

EstimatedYearly Savings2200 Expense

reports per

month

$380,160

$1.161,600

$1.541,760

EstimatedYearly Savings500 Expensereports per

month

$86,400

$264,000

$350,400

$28,7

$14.3

49.8%

30%15

4.6

>$51

86%


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PeopleSoft

Travel and Expenses 9.1


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Invoice toPay

TreasuryManagement

Travel &Expense

Management

ESA/ALM

FinancialControl &Reporting

Credit toCash

Financials 9.1

Helping Customers Achieve World-Class Finance ProcessesWhats New Travel and Expense Management


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Automate Your Business Processes360 Travel Solution

Integration with 3rd partypartner thru web Services

Credit CardIntegration

Online TravelReservation

Travel Authorization

ExpenseCorection

My WalletFeed

Copy ExistingUse Template

ExpensesApprovals

Receipts Audit andReceiptVerification

AuditWorkflow

GENERALLEDGER BANKROJECTS

Payroll

PayablesBar Codes

OCR

Oracle iReceiptsCash Expenses

320 x480Vertical Resolution

C ar r ie r 1 2: 3 4 P M

Web Page Title

http://host.domain.tld


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Streamline Financial ProcessesAdoption of Expenses Best Practices thru Release 9.1

Reports

Improve Control,Compliance Decision

Making

Alerts

Warning

Approval on email*

Risk Assessment

Urgency level

Efficiency, Productivity forEmployees Leading to

Reduced Costs

Streamline theCreation Process

Cash Entry

Credit CardLevel 3

Approval on email*: some platform or release are not supported

Privilege template


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Streamline Financial ProcessesOut of the box Integration with Booking Partner

Integration to Online Travel Booking Connect to Travel Partners via BPEL and XML

Use Single Sign-on to Access Travel Partners Site

Import Reservations from your Travel Partner

Either Pending or Confirmed reservations


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Streamline Financial ProcessesPrivilege Template for Users

Copy Froma Templatea Travel Authorizationan Existing Reporta Blank ReportWallet Entries(iReceipts Corporate Credit Card)

Expense EntryFrequent UserOccasional User

Be Green and saveImage receipt

Fax- electronic invoice


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Streamline Financial ProcessesFrequent Traveler Entry View:

Expense Report linked to TravelAuthorization and/or Travel

Reservation

Add charges from My Wallet

(Amex Upload)

Multi Tab


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Streamline Financial ProcessesOccasional Traveler Entry View

Single Tab


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Streamline Financial ProcessesEmbedded Policy control


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Streamline Financial ProcessesCorporate Credit Card

Reduce time and effortrequired to complete expense reports

Increase information accuracy and

reduce manual correction by accountspayable staff

Eliminate cash advance

Opportunity for fraud


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Streamline Financial ProcessesCorporate Credit Card: Level 3

Visa and MasterCard offer a greater level of detail oncertain transactions known as Level 3 data.

There are three types of Level 3 details that apply toExpenses: Hotel, Air, and Car Rental.

In release 9.1 we build the infrastructure to supportLevel 3 and we will support out of the box Hotels

24


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Streamline Financial ProcessesCorporate Credit Card: Level 3 Process of Loading

25


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Streamline Financial ProcessesCorporate Credit Card: Level 3 Set up

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Enter the number of days that the system waits to load level 3 data intoMy Wallet transactions.

This field is used during the Load External Data process to determinethe number of days to wait to load hotel information into My Wallet.

This allows time for the summary data, detail data, or both to beimported if it is sent in a separate file from the main transaction. Allother transactions flow through, but the hotel transactions are movedinto staging tables

Select to indicate that your system imports level 3 data fromcredit card vendors.


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Streamline Financial ProcessesCorporate Credit Card: Level 3 Mapping Merchant Category Groups toExpense Types

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Enable an organization to limit access to

Expenses General Ledger

Project Costing

ChartFields by user

Used during on-line entry: EX, TA, Timereport transactions

Available to approvers by using theApproval Privilege Template page


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Create a template per transaction type

Assigned to an employee at:

Business unit level

The employee role level


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Streamline Financial ProcessesPrivilege Template for Users: Template Set up


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Streamline Financial ProcessesPrivilege Template for Users: Tie it to a role

Assign a privilegetemplate to a businessunit, by using theBusiness Unit Privileges

page.

Assign a privilegetemplate to a role, buy

using the Expenses RoleSetup page.


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Streamline Financial ProcessesPrivilege Template for Users: Entry Screen No Accounting at all


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Streamline Financial ProcessesPrivilege Template for Users: Entry Screen ESA Only PC

Chartfields


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Streamline Financial ProcessesPrivilege Template for Users: Entry Screen GL Chartfields

Only


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Create Online Create Cash Expensesvia Web Browser via iPhone

Enter all informationusing only a standard

web browser

Streamline Financial ProcessesEliminate Paper-Based Expense Reports

320 x 480Vertical Resolution

Carrier 12:34 PM

Web Page Title

http://host.domain.tld

Enter all information ofa cash transaction

using only a standardiPhone

Before After


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Streamline Financial ProcessesOracle iReceipts


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Streamline Financial ProcessesEnable Approvals from Emails

PeopleSoft Approval Workflow Engine

Maximize PeopleSoft HR Org Structures

Configurable Approval Roles

Configurable $$ and Dept Rules

Optional Project Manager Approvals

Notifications for Required Actions

Absence and Vacation Handling


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Control Exceptions Alerts- Refinement template- Role exception

Benchmark data- Runzheimer International

- US Federal Government

Visual Indicator forReimbursement Policy

Violations


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Expense Reports

Time Reports

Time Adjustments

Cash Advances

Travel Authorizations

Alerts, Warning,

Approval on email,Risk Factor,

Urgency LevelAny Platform*

Efficiency,

Productivity forEmployees Leadingto Reduced Costs


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Streamline Financial ProcessesEnable Approvals from Emails and Urgency Level

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Streamline Financial ProcessesMass approval Page: Risk, Urgency Level

Visual Indicator forReimbursement Policy

Violations

Streamline Financial Processes


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Streamline Financial ProcessesRisk Template

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Transaction Type

Approver Profile

Streamline theApproval Process

for Employees

Leading toReduced Costs

and bettercompliance

Risk templates will define risk levels that are associated with an expensetransaction.

This will provide approvers the information they need to make an informeddecision during the approval process.

Ability to define five levels of risk for each risk template ID and transactiontype

Define risk criteria for each level of risk. Risk criteria will be assigned: At the header and line levels for expense reports and travel authorizations.

At the header level for time reports, time adjustments, and cash advances.

At the line level for time reports and time adjustments only for billable hours.

Determine how an expense transaction that has risk is routed to anapprover. An expense transaction will be routed to an approver using one ofthese methods:

Through email, where the approver will have access to all of the information that needs to beapproved.

Through an email notification, where the approver will have to log into the Expenses system toapprove the transaction.


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Risk Criteria


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S li Fi i l P


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Random audit (~20%)

100% audit of named users (Cowboys)

Receipts, Airline Tickets, Process/User defined

Pre or Post Payment Auditing

Individual or Pooled Auditors

Audit Refinements / Rules / Filters

Receipt Imaging w/ Oracle IPM or 3rd Party

Like Approvals - Workflow Enabled

Collaborate by adding Audit Comments

Streamline Financial Processes


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Streamline Financial ProcessesApproval / Audit

Detailed Approval / AuditPage

* Completed in Travel Booking System

View Receipts

(linked from Image Repository)

Line Level Approval

St li Fi i l P


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Streamline Financial ProcessesPayment / integration

Direct payments: Pay Cycle Manager AccountsPayable Payroll (PeopleSoft or Partner)

Straight Through Process:Treasury Gateway

Integration to Projects, GL,Banks, Reconciliation

St li Fi i l P


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GeneralLedger

Time andLabor

PayrollBilling

Projects

Budgets

HumanResources

Payables

St li Fi i l P


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GeneralLedger

Time and

Labor

PayrollBilling

Projects

Budgets

HumanResources

Payables

St li Fi i l P


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Streamline Financial ProcessesAdoption of Expenses Best Practices thru Release 9.0

1. Budget Report2. Merchants Report3. Average Expense by Employee Report4. Corporate Credit Card versus Other

5. Spending Report6. Employee Trend Report7. Top Spenders Report8. Employee Violation Amount


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Reporting Enhancements

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A t t C li & C t l


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Automate Compliance & ControlsAutomated Accrual Processing

PeopleSoft Expenses 9.1 will add the ability toprocess period end accruals. The Period EndAccrual process will enable you to accrue forliabilities that have not been fully processed. Thiswill enable you to post a liability to the generalledger and account for expenses in the next

fiscal period.

The transactions that can be accrued at periodend are:

Expense transactions that match the criteria defined on thePeriod End Accrual Options - Document page.

My Wallet transactions that are not attached to an expensereport.


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Section Divider

PeopleSoftExpenses 9.2

P Di


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Per Diem

One Per Diem range overseas v local

Per Diem for a block range of hours Deductions for overseas travel and amount deductions for local

New Countries:

France

Germany

Spain

Italy

Netherlands

Finland

Denmark

Austria

Hungary

Israel

Poland

Egypt

Improve Employee Productivity


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Frequent User Mode

Quickly enter multipleexpense items in one

spreadsheet-likeinterface

Minimize datacorrection time

E F t


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Expense Features

Corporate Credit Card Level 3American Express

Expense type: Hotel, Car Rental, Air lines

Corporate Credit Card:Pre paid option if Organization is responsible of the Balanceof the card

Attachment:Line levelHeader level

E R t


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Expense ReportMatching

Benefit

Automatically gathers and reconciles all electronic datagenerated during the ordinary course of business travel.

Behind the scenes to automatically fill in the details withmatching CCC, TA, TR, CA, Level 3.

Pre-populated Expense Reports Credit card transaction data isautomatically captured and populated into expense reports.

Eliminates the need for employees to edit or companies toaudit an expense report.


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A Blank Report

A Template

A Travel Authorization

An Existing Report

Entries from My Wallet

TouchLess

Approve

Decline

Approve

Decline

Approve

Decline

IMP Integration


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Extract & IndexCapture Approve & PayEntryStore

IMP IntegrationIntegrated System for End-to-End image processing

Scan Receipts Store images in I/PM Manual VoucherEntry

AutomatedApprovals

IPM

E penses Appro al Workflo


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Expenses Approval Workflow

Problem/Need Statement

For some customers, the standard approval path of a supervisorfollowed by accounting audit suffices.

For others, such as professional services customers, there is aneed for multiple approvals and/or approvers, ranging fromsupervisors to project managers and other approvers (includingaccounting).



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High Level Feature Description

Ability to break a time or expense sheet apart by line items for approval todifferent Project Managers (PM)

PM only sees the row(s) (with the rest grayed out) that they need to approve

During approval, PM has the ability to modify the Billing Action field (Billable,Non-Billable, Internal) only

Approved time sheet rows flow to Project Costing even if other rows notapproved, i.e. the entire timesheet has not been fully approved

Do not force re-approval for managers upon denial and resubmission if nothinghas changed since the last approval

If the PM enters time on their own project, auto-approve the line


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Key Takeaways

Key Takeaways


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Whats New in 9.1

Privilege Template for Users

Level 3 Processing for External Data Sources

Automated Accrual Processing

Credit Card member listing

Enable approvals from mobile device */ email with smart filtering

Risk Assessment

Reporting enhancements

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RESULTS

Greater control over largest indirect cost

Key Takeaways

End To end Expenses Solution


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Travel Partners

Credit Card

Image Partners

Per Diem

1

2

3

4 CONUS

360 Travel Solutiond o e d pe ses So ut o

Any Travel Partner withweb Services Capability


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The Oracle Value Proposition


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Improve Internal

Controls

Embed Expense policies, approval

workflows, audit filters, validateacctg, financial sanctions, analytics

Increase EmployeeProductivity

and Satisfaction

Self-service, Portal Integration,online and mobile expense entry,

and extensive user defaults

Lower ExpenseProcessing Costs

Automation, ERP and ImageIntegration, credit card import, andelectronic payments, Go Green

Capabilities to Meet Your ObjectivesThe Oracle Value Proposition

The Oracle Value Proposition


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Credit Card Charge Import

My Wallet: Amex, Diners, Visa, USBank, MasterCard

Automate Expense policy and compliance

Per Diems or Soft/Hard reimbursement limits Select Required Fields

Increase Approval efficiencies with configurable workflowand Post-Payment Audits

Provide Mobile (disconnected) data entry

Use pre-trip travel authorization

Provide pre-built ERP Integration

Accounting, Employees/Users, Projects, Payments

Delivers Best in Class Business ProcessesThe Oracle Value Proposition

Certifiedby

HackettGroup

Questions and Answers


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Q

Learn MoreP l S ft I f ti D l t R


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Follow us on PeopleSoft_Info

click icons for more information

Information PortalHosted & Mobile

PeopleBooks

Doc Home Pages andEnterprise Integration

Point Maps

Transfer ofInformation (TOIs)

Cumulative FeatureOverview & Upgrade

Resource Report Tools

Business Process Maps &Entity Relationship

Diagrams

PeopleSoft Information Development Resources
http://download.oracle.com/docs/cd/E18171_01/EIPAPP91/index.htmlhttps://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=REFERENCE&id=845867.1https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=SYSTEMDOC&id=1051533.1https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=REFERENCE&id=1061003.1https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=SYSTEMDOC&id=1117047.1https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=SYSTEMDOC&id=1117033.1http://oukc.oracle.com/static05/opn/customer_toi/psft_login.htmlhttp://www.oracle.com/technology/documentation/psftent.htmlhttp://twitter.com/PeopleSoft_Infohttp://www.oracle.com/pls/psft/homepagehttp://www.oracle.com/us/products/applications/054275.html


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Appendix

For More Information


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For More Information

search.oracle.com

or

oracle.com

Expenses


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Additional Resources



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ap - control organization expenditures with people soft invoice-to-pay solutions

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