conurclient summit · card payment voucher invoice vendor payment options 223420 04/10/2016...
TRANSCRIPT
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Conur Client Summit April 18 & 20, 2017
2
Contents
▶︎Wecome to Concur Reporting- Slide 2
▶︎AP Automation: Solving Small Business Challenges – Slide 22
▶︎LYNDON Group: Travel and Expense Policy- Slide 54
Welcome to: Concur Reporting
Session Agenda
} What is Concur Reporting?
} Value In Using Concur Reporting
} Concur Reporting Options
} Reporting Roles
} Top Client Reports
} Modifying Sample Reports in Query Studio
} Bursting/Scheduling
} Q&A
What is Concur Reporting?
VISIBILITYConcurReportinggivesyouthevisibilityyouneedinordertotrackspend,seetrendsandadjust
yourTravel&Expensepoliciesinordertobenefitthebusiness.
Value In Using Concur Reporting?“You Can’t Manage What You Can’t Measure”
} ProvidesToolstoHelpControlSpend
} NegotiateVendorRates
} HelpwithInternalAudits/Fraud
} VisualizeWhereOutstandingLiabilitiesAre
} ScheduleReports(I)
} Dashboards(I)
7
What are the available reporting options?
Analysis (Included) Intelligence (Optional)FREE PRODUCT (included) Buy-up option
130 standard reports 180+ reports & dashboards
Web based report viewing Report Studio
Query Studio Advanced report writing
Simple drag & Drop report writing Scheduling & Bursting
8
What are the different reporting roles?
User Roles Analysis IntelligenceProfessional AuthorAccess to Report Studio for Advanced report creation N/A 10
Business AuthorAccess to Query Studio 5 20
ConsumerRuns reports 10 40
ManagerAccess to employee (direct & indirect) data Unlimited Unlimited
User Roles Analysis Intelligence
9
Can I purchase additional reporting licenses?
üYes!Assign Delegates to add licenses
10
Top Client Reports
Billed Transaction Reconciliation (Calendar Month)AdministrationFolder>BilledTransactionReconciliation(CalendarMonth)
Employee DetailsAdministrationFolder>EmployeeDetails
Expense Accrual By Date RangeAccrualFolder>ExpenseAccrualbyDateRange
Expense Entry Analysis Details (by Expense Type)ExpenseProcessingFolder>ExpenseEntryAnalysisDetails(byExpenseType)
Persona DashboardsPersonaDashboardtab(IntelligenceOnly)
DepartmentManagerDashboard• Connected,
relevantdatagrouped
• Visualizationstellahighlevelstory
• Visualindicatorsalerttopotentialproblems
• Embeddededucation
• Drillreports
Franklin, Jay D.
Stevenson, Andrew L.Phillips, Justn T.Thomas, Greg A.Dodd, Norah S.Hiller, Thom R.
Adams, Sarah C.
McEvoy, Aidan E.Larsen, Eric N.
Hardy, Beth K.
Employee ID
Expense Management Dashboard
• Connected, relevant data grouped
• Visualizations tell a high level story
• Visual indicators alert to potential problems
• Embedded education
• Drill reports
Cash Transactions DetailsPayment Type Analysis
Expense Entry Analysis Details (Grouped by Employee)
Expense Entry Analysis Details (Grouped by Expense Type)
Expense Entry Analysis
CalculationAll these numbers are averages. Submission is an average the days from the date of a transaction until the time it is submitted in an expense report. Approval is an average of the days from the first time submission date of the expense report until is approved. Payment is an average of the number of days from approval of the expense report until date it is submitted for payment. The Average Life Cycle number is an average of the submission, approval, and payments days.
Learn More
Average Life Cycle
Persona Dashboards
DEMO- HOW TO:Modify a Sample Report
DEMO- HOW TO:Scheduling and Bursting
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Q&A http://www.concurtraining.com/pr/reporting
Where can I find other resources, training & information about reporting?
2222
AP Automation Solving SMB Business Challenges
23
Presenters
▶︎Sherri Schuller ▶︎Invoice Sales Executive ▶︎Concur
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Current State of Accounts Payable
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5% 10% 15% 20% 25% 35%30%
Issues managing paper-based documents
Can’t reconcile accounts/payments in a timely manner
Unable to handle exceptions in a timely manner
Inability to capture early payments discount
Supplier demands to shorten payment times
36%
35%
35%
22%
19%
Source: Aberdeen Group, September 2013. Percentage of respondents, n=104.
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Common AP Issues
50%of organizations still
receive paper invoices
14.3Average days to
process a payment to a Vendor
17%of the typical company’s
invoices cause exceptions
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Common AP Issues
22%of all businesses can only
forecast their mid-term cash flow with 5 percent
accuracy.
78%of all businesses processing
manual payments with a higher costs than non traditional methods of
payment
Source: Aberdeen Group Source: Ardent Partners
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Think about the way the world should work
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Best in Class Company’s
“Identify Exceptions Efficiently”
“5 day Invoice Processing Cycles”
“Reduce the Costs of Writing Paper Checks”
“Eliminate Paper and Manual Tasks”
“Put more Spend under Management”
30
Concur addresses Finance and AP Needs
Ability to Forecast Cash Flow
Improve Working Capital Visibility into all Liabilities Easy and Intuitive Systems
Integrate Data to Existing Systems
Data analytics Improved Efficiencies – Save Time
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50% of all invoices received by SMB companies are manual and paper driven
Source: Aberdeen Group
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Buyer (Brad)
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17% of the typical company’s invoices cause exceptions.
Source: Ardent Partners
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Invoice Owner / Buyer (Brad)
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14.3 Average days to process an invoice for SMN business
Source: Aberdeen Group
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Fax
Capture: Any format
EDI
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38
Manager (Maggie)
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65% Of business pay invoices with a paper check
Source: Ardent partners
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PaymentOptimization
Increased Operational Efficiency
Decreased Operating Costs in Payment ProcessingExtension of Days Payable Outstanding (DPO)
Capture Rebate opportunities
Seamless, automated reconciliation process
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• Email Payment Voucher Check
ACH
Card Payment Voucher
Invoice Vendor Payment Options
223420
04/10/2016
11,584.90 USD
11,584.90 USD
You have been authorized by Vandelay Industries to charge 11,584.90 USD to the card
Payment Authorization Voucher for Invoice 223420
Notes: Please use the card ending in -5689. Contact Nicholas Wong at 425-555-1234
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Client Speaker
▶︎Andrew Vasquez▶︎Sr Accountant▶︎Hyperloop One
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Think back before you fully automated your AP Process, what was your AP process like?
NowaytotrackisProperApprovalsweredoneonVendorInvoices.
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What were the problems in your current process you were trying to solve?
NeededanAuditTrailforourselvesandforourAuditorsthatwasdigital.
45
What was the trigger event that made you decide to look at automation for AP?
WeweregrowingsofastandneededasinglesystemtomanageallofourEmployeeSpendfrom.
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When reviewing potential solutions, what were the most important aspects of an automated solution?
AutomatedApprovalandDocumentRetentionwerekeyneeds.
47
What was your internal process to get buy in for a change like this? Any expected or unexpected roadblocks?
Withthegrowthwesawcoming,wehadnotchoicebuttoautomatetheprocessandeliminatethemanualduplicationifourAPProcess.
48
You are currently using (Concur Invoice products purchased) - how has this impacted your AP Process today?
WehaveaScalableprocesstodaywithvolumesofVendorBillsthatwecanmanagewithasmallergroupofindividualsbecauseoftechnology.
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How does Accounts Payable spend their day now, after AP automation has been adopted?
IncreasedProductivity.3Peopleprocess~2000VendorInvoicespermonth.
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How has AP Automation with Concur changed how you do business today?
Wecankeepupwithexponentialgrowthandscaleasneeded.
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What business decisions have you made with the visibility and insight?
WenowhavenegotiatedmorefavorabletermswithourlargestVendorsbecausewehaveactionabledata.
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Do you have any metrics around benefits experienced since switching to Concur Invoice? Cost savings? Time savings? Etc?
CostSavingsareinthedaytodayprocessingandduringAudits.Wehave3peopleprocessingahighvolumeofInvoicesbecauseweinvestedinConcurInvoice.
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Cash Flow and Liability
Travel and Expense Policy: Current Practices and Controls
Agenda
Policy Benchmarking• The Basics
• Travel
• Its Personal
• Corporate Credit Cards
• Expense Reports
• Questions
QUESTIONS TO ASK
Does our Policy consider the ‘total cost of travel?
How can we better enforce credit card policies?
Does our Policy consider the ‘total cost of travel?
What about travel alternatives likeUber and Airbnb?
How do our receipt rules compare to others?
Does our Concur platform drive compliance to the Policy?
Any international areas we should consider?
How often should we review our Travel Policy?
What is missing from our Travel Policy?
Is our Policy TOO long?
Do we have the “right” expense types?
Do we have too many required fields?
Policy Benchmarking – The Basics
• Annual Review and Updating• Review team to include users, especially “road
warriors”• Balance cost savings versus reducing traveler
“friction” – make travel more pleasant, balanced• https://www.linkedin.com/pulse/what-road-warriors-
really-want-scott-gillespie
• Ease of Use• Easy to read, understandable and fair• Written from traveler’s perspective• “Right” for the culture
• Reflective of Concur – “Concurized”• Be consistent with expense “types”• Be consistent with names (Example: “E-receipts”,
“receipt images”, “credit card imports”)
Policy Benchmarking – The Basics
• Duty of Care• The organization’s
responsibility to keep business travelers safe while traveling
• Security issues and safety concerns
• Natural disasters, terrorist actions, car accidents, medical incidents
• Messaging pushed to employees – using Risk Messaging?
• Employee expectations while traveling
• Input: Travel, HR, Legal, Risk, Security, Procurement, Finance
• Mandatory / Optional Travel Booking Methods• If mandatory use of
authorized methods, what exceptions exist?
• If using TripLink, is that included in the policy?
Policy Benchmarking - Travel
• Booking Hotels with Deposits Required• Is this allowed?• If so, how tracked and monitored?
• Trip Cancellations and Unused Tickets• When? How? Through Concur? TMC?
• Travel and Booking Alternatives• Airbnb, Uber, Lyft, Kayak, etc. (risks:
regulatory, tax, legal, insurance, safety, security, service, itinerary integration)
• International Information • Air, car, hotel, meal differences• Car configurations• VAT reclaim requirements, where
applicable – App Center partner?
• Tips and gratuities• Passports, visas, immunizations,
etc. – CIBT, Travisa
Policy Benchmarking – Travel
• Clarify Reimbursement of Ancillary Travel-Related Fees• Airline: Change Fees, Baggage Fees, Seat
Upgrades, Boarding Priority, In-Flight Internet, etc. –use Airline Fee expense type
• Rental Car: GPS Devices, Pre-Paid Fuel, Insurance, Roadside Assistance, Pre-Paid Toll Devices
• Hotel: Health Club Fees, Business Center, Laundry
• Reimbursement of TSA “membership” fees? (Pre-Check, Global Entry, Clear)
• Oversold Airline Situations / Seat Relinquishment
• Use of Preferred Vendors (Lowest Cost vs. Corporate Rates)
• Airfare - Advanced Purchase Expectations
Policy Benchmarking – Travel
• Use of Vehicles for Business• When should I rent a car vs. drive
my car?• Mileage rates and calculation of
mileage• Expenses related to Company car
usage (mileage calculator required?)
• Are you using any mileage apps? • Insurance requirements• Accidents / Thefts• Mobile device usage during
operation of vehicles
• Meals• Define and clarify: ‘Personal
Meal’, ‘Travel Meal’, ‘Business Meal’, ‘Entertainment Meal’, etc.
• Allowable daily limits? Per Diem Meals?
• Meals on travel days?
• Alcohol Consumption• Business meals• Entertainment• Travel• Company-sponsored events
Policy Benchmarking – It’s Personal
• Pay policy for Non-Exempt employees on travel status
• Travel-related medical accommodations for certain employees (requiring exception to Policy)
• Excess baggage• Larger rental car
• Accidents / Injuries / Illnesses / Thefts while on travel status
• Combining business with personal/spouse/partner travel
• Child care? Pet care? Elderly care?
• Religious considerations
Policy Benchmarking – Expense Reports
• Receipts• Corporate credit card vs
cash/personal credit card (out-of-pocket)
• VAT receipt requirements by territory, where applicable –hardcopy vs electronic
• Detail receipt requirements –which expenses?
• Using the Missing Receipt Affidavit?
• Expense Report submission and approval guidelines / requirements
• Frequency of expense reports? Coincide with CC billing periods?
• Approval timelines – what is the workflow for non-approval?
• Reimbursement expectations
Policy Benchmarking – Cards
• Corporate Credit Cards• Included in Travel Policy or separate policy?• Auto-assignment of cards in Concur
• What is in “Policy”?• Who can request • How do employees apply – eliminate
paper processes• Employees sign off that the policy has
been received• Usage of the card (include personal
and how to handle)• How to account for charges• Receipt rules/exemptions• How is payment made (and who pays
for late fees)• Security of the card• When a card is lost/stolen• Separation of employment and card
surrender
Policy Takeaways
• Make sure your Policy fits your culture and is “right” for your organization
• Implement sound and reasonable controls but do not increase ‘traveler friction’ and consider the ‘total cost of travel’
• Ensure your Policy addresses the organization’s Duty of Care and reflects current travel trends and overall environment
• Review and update your Policy (and Concur site) at least annually
Full Life Cycle Support
Concur Platform Optimization
Cost Reduction Strategies
Enhancement of Company Policies and Procedures
Effective Training and Rollout Methods
Full Life Cycle Support
THANK YOU!
• ConcurTravel,ExpenseandInvoice• Implementations,AssessmentsandAudits• UserExperienceSurveysandFocusGroups
• CustomizedTraining• CorporateCreditCardPrograms
• TravelandExpensePolicyCreation/Revision• TravelVendorNegotiationsandCostSavings
• CorporateTravelManagerOutsourcing
Formoreinformation:[email protected]
