invoice automation in a global shared service setting ... · workflow functionality for approval,...
TRANSCRIPT
May 19-21, 2019 | Walt Disney World Resort®, FL
SESSION TITLE
SPEAKER NAMES
Invoice Automation in a Global Shared Service Setting
Roderick Fields – JBT CorporationLouise Perchinsky – PNC Bank
May 19-21, 2019 | Walt Disney World® Resort, FL
Why Invoice Automation?
May 19-21, 2019 | Walt Disney World® Resort, FL
How do we climb the mountain?
May 19-21, 2019 | Walt Disney World® Resort, FL
One JBT: A Sustainable Growth Culture
May 19-21, 2019 | Walt Disney World® Resort, FL
Elevate Life
May 19-21, 2019 | Walt Disney World® Resort, FL
Where were we in 2015Prior to Shared Services (180k invoices/year all paper) 24 FTE processing AP in 15 BU’s = 7500 inv/FTE
11,100 inv/FTE 3,750 inv/FTE
May 19-21, 2019 | Walt Disney World® Resort, FL
Where were we in 2015
Prior to Shared Services
ERP
ACH
Matched PO inv.
Unmatched PO inv.
Non PO inv.
Supplier Paper or e-mail based routing
Bank
May 19-21, 2019 | Walt Disney World® Resort, FL
IT Landscape before Invoice Automation
JDE9.02
GP 9.0
Syteline 7.04.20 SL9
Infor Visual
Quickbooks
Syteline 7.05.20
Syteline 7.05.20
Syteline 7.05.20
Syteline 7.05.20
Syteline 7.05.20
Syteline 7.05.20
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Syteline 7.05.20
MovexSL5 / Exact
SAPTimber
line
May 19-21, 2019 | Walt Disney World® Resort, FL
Where are we in 2019With Shared Services
Indexing
Invoice Automation
ERP
Non-PO Inv.Appr. & Coding
ERP Inv.
Entry
Approver/Buyer
Invoice Matched
E-invoiceSupplier Self Service
Paper Invoice
OCR
Resolution
Entry Discrepancies (i.e. PO not found, GR not found, Price Discrepancy)
VoucherForPay
Goods Receipt
ACHSupplier
Bank
May 19-21, 2019 | Walt Disney World® Resort, FL
Where are we in 2019With Shared Services (350k invoices/year) 28 FTE processing AP in 24 BU’s = 12,500 inv/fte
18,100 inv/FTE 7,100 inv/FTE
May 19-21, 2019 | Walt Disney World® Resort, FL
Timeline
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
NASSC
Initial 8 BU's - Simple Integration
7 BU's to Full integration
ERP Migration 1
ERP Migration 2
ERP Migration 3
ERP Migration 4
ERP Migration 5
ERP Migration 6
Acquisition 1
Acquisition 2
Acquisition 3
ESSC
1 BU Simple Integration
1 BU Full Integration
2 BU's Simple Integration
4 BU's Full Integration
2016 2017 2018 2019
May 19-21, 2019 | Walt Disney World® Resort, FL
IT Landscape
JDE9.02
GP 9.0
Syteline7.04.20 SL9
Infor Visual
Quickbooks
Syteline7.05.20
Syteline7.05.20
Syteline7.05.20
Syteline7.05.20
Syteline7.05.20
Syteline7.05.20
Syteline7.05.20
Syteline7.05.20
MovexSL5 / Exact
SAPTimber
line
SSC SFTP
Invoice Automation
Payment Manager
May 19-21, 2019 | Walt Disney World® Resort, FL
2 Different Integration types
• Simple integration – (2-3 months per company code)
Allows very low IT requirements (2 files), allows for use of Workflow functionality for approval, compliance and invoice retrieval. All invoices are still manually input into ERP’s
• Full Integration (5-7 months per company code)
High IT requirements (14 Files), allows for accounting validation, automated PO matching, and Automated vouchering in addition to approval workflows, and invoice retrieval
May 19-21, 2019 | Walt Disney World® Resort, FL
Implementation Strategy
• North America – started with Simple Integration among 6 BU’s, for rapid win to get all invoices in a shareable workflow tool, with invoice approval and tracking, 8 months later moved into Full integration for 2 primary ERP systems. Remained on simple integration for smaller ERP’s or ERP’s that were being upgraded within 18 months.
• Europe – Started with Full integration for ERP systems in which already had Full integration interfaces in the US, and for Remained on simple integration for smaller ERP’s or ERP’s that were being upgraded within 18 months.
May 19-21, 2019 | Walt Disney World® Resort, FL
Was it worth it?
• Short answer is “Yes”
– Improved Customer Service, accountability, paid on time, compliance
– Improved Productivity
– Standardized processes and eased cross training
– Availability of data and transparency
May 19-21, 2019 | Walt Disney World® Resort, FL
Are we there yet?
• Continuous improvement needed
– Still need to work on implementing/expanding additional functionality (i.e. automated coding, increased e-invoicing adoption, improved supplier matching, etc.)
– Still have IT interface issues due to our complex and decentralized IT landscape.
May 19-21, 2019 | Walt Disney World® Resort, FL
Path to Victory
May 19-21, 2019 | Walt Disney World® Resort, FL
On-Time Delivery Includes
May 19-21, 2019 | Walt Disney World® Resort, FL
Questions & Discussion