Tokyo, Sydney, Singapore February 2010

SAP Invoice Management and SAP OCR Option

Slide 1

SAP Invoice Management by Open Text

Comprehensive Business Value based on powerful Invoice Management Capabilities

Open Text Content Days Sydney

Adam Bosna

Agenda

1. Introduction
2. Playback and Validation 3. Overview of SAP Invoice Management and SAP OCR 4. Live Demo

5. Summary and Questions

Open Text and SAP: Twenty Years of Innovation

Reseller Agreement for SAP Extended ECM by Open Text Reseller Agreement for SAP Invoice Management by Open Text and SAP OCR Option Open Text acquires Captaris RightFax/OCR Reseller Agreement for SAP Archiving & SAP Document Access by Open Text IXOS and Open Text Merger

2009 2008 2007

2006 2004

Enterprise Library Services achieves SAP Certified Integrations (BCILM 2.0) Co-development of DoD 5015.2-certified Records Management

SAP xApps Certified

2002 2001

First ISV to be Powered by SAP NetWeaver

Certified for SAP NetWeaver Portal iViews

SAP CRM co-development

1999
1995

SAP ITS co-development (Internet Transaction Server)

1991

SAP ArchiveLink co-development, IXOS-ARCHIVE for SAP R/3

Joint projects for imaging, COLD, archiving for ERP

Combine Structured and Unstructured Content with SAP and Open Text

CRM

ERP

SRM

SCM

Industry Solutions

Content Enabled Business Processes

Business Applications Structured Content
Roles SAP Business Object Data Events Transactions

Content

Unstructured Content

Create & Capture

Manage & Collaborate

Access & Navigate

Transform & Distribute

Store and Secure

Open Text ECM Suite for SAP

Extended ECM for SAP

Applications for
Customer Information Management

Archiving for SAP

SAP Invoice Management + OCR

for SAP
Employee Information Management

Supplier Information Powered Management

Document Access by NetWeaver for SAP

Customer John Doe

Customer Jane Mills Contracts

Life

Vehicles

Claims

Document Management

Collaboration & Community Management

Web Content Management

Records Management

Email Management

Capture and Delivery

Business Process Management

Digital Asset Management

Archiving

Content Reporting

Open Text ECM Suite for SAP Invoice Management

SAP Invoice Management

Optimise and automate invoice processing Processes all incoming invoices Resolve exceptions based on 45+ built-in best practices Enables compliance Detailed analytics grant insight and control

SAP OCR Option to Invoice Management Automatically recognises the invoice data for invoices of more than 20 countries High field recognition rate Simple and efficient data completion Enables straight-through-processing

From SAP to ECM

Typical customer journeys

Web Content Management

Digital Asset Management

Document Management

Capture and Delivery

Business Process Management

Document Access for SAP

SAP Invoice Management

Invoice Capture Center

SAP Data Archiving

Records Management CLM Services for SharePoint

Legacy Decommissioning

Email Archiving

Slide 8

SAP Invoice Management The Setting

Achieving Excellence
Major Principles

1. Insight Financial and operational

2. Collaboration Share common information

P P P P P

3. Automation Reduce manual processes

4. Control Exception-based management

5. IT Simplification One platform

Financial Excellence

The CFO's Area of Responsibility

Drive Strategy and Growth

Timely insights into performance drivers Aligned strategic decision-making across teams

Ensure Compliance and Mitigate Risk

Governance & Risk management integrated into business processes Controls and compliance

Controlling

Receivables Internal Audit

Optimise Working Capital

Healthy collections and credit Low DSO, high cash flow Straight-through finance via standardised integration between banks and ERP systems Increase discount usage, avoid late payment fees, consequences on rating

Gain Efficiency in Finance

Fast and efficient Financial Closes Scalability and standardisation

Accounts Payable Process

The bad Reality

Having problems organising your Accounts Payable process?

SAP Invoice Management by Open Text

Features

Open Text Vendor Invoice Management Automated paper-to-post invoice management

Inbox (incoming mail / fax) Invoice Recognition Invoice Verification Collaboration & Monitoring Invoice Completion Payment

PREPARE

TRANSFORM

Prfung und VERIFY AND COMPLETE Vervollstndigung

EXCEPTION HANDLING

APPROVE

PAY

Scanning Archiving

OCR UMWANDLUNG Validation

Trigger workflows

Comment

Post invoices

SAP based automated reconciliation and posting

SAP Document Access

SAP OCR Option for Invoice Management

SAP Invoice Management

ERP (FI/AP)

Automated Invoice reconciliation

Automated reconciliation and posting

Verify and complete Check for duplicate Business rules check Approve

Pay

Incomplete data fields are automatically routed for completion Meta data that is not in the proper format is routed for correction Meta data that is not compatible with master data is routed for correction.

Duplication check based on invoice data field Special role for duplicate analyst Easy to change variables through configuration Prior invoice available for comparison Early detection

30+ configurable PO invoice rules 15+ configurable Non PO invoice rules Automated resolution collaboration Localised to meet legal requirements Supports straight through posting

Automatically routes for account coding, validation and approval Approval routing based on configurable matrix Includes single level approval for PO Invoices without GR Configurable automatic posting after approval possible

Released for payment only after all resolution Ensures all discounts captured

Monitor

SAP Invoice Management Integration

SAP IM Functions Residing in SAP ERP

Document Processing Workflow

Exception Workflows

Approval Workflows

SAP IM approval functions over web interface

Roles resolution and rules

Dashboards

Configuration settings

Admin tools, security and audit trails

Reports

SAP Functions used by SAP IM

MM PO, Contract & Requisition

MM Invoice Verification

FI Financial Posting

HR Org Structure

Multi backend landscape

Satellite SAP
IM Workflow

ICC

Central Instance

Satellite SAP

IM Workflow IM Workflow

Satellite SAP Central Reporting

IM Workflow

Content Repository

Stand-alone and SAP Enterprise Portal option

Stand alone approval portal

Integrated as iView into SAP Portal

Invoice Approval Portal Features

Flexible approval web screens: search helps, style sheets, user preferences, custom buttons
Optimise approval efficiency and user experience

Approval of non-PO invoices without parking Comply with legislation requiring sequential numbering (e.g. Italy)

Invoice Approval Portal Features (cont.)

Additional attachments including history Support for accompanying documentation e.g. like services time sheets

Mobile device support through simplified web layout

Advanced Reporting for SAP Invoice Management

Reporting optimised for multi-system landscape
Productivity report: User/roles related activities Aging Report: Analyse processing times for active workflows Exception Analysis Report: Cycle time, number of touches etc. Key Process Analytics: Aggregated values and KPI figures License report: Number of documents per channel

Advanced Reporting: Productivity Report

Workflow processing times by users and roles Identify bottle necks Review staffing requirements

Advanced Reporting: Aging Report

Analysis of invoice workflows in process Grouping into 4 buckets with flexible range

Advanced Reporting: Exception Analysis Report

Analysis of exceptions

Multiple options for grouping

Advanced Reporting: Key Process Analytics

Integrated Selection Screen: Save the click to the back button!

Number of invoices by type Total liability by invoice status Invoices processed w/o exceptions Invoices per incoming channel Top exceptions Top vendors: number and amounts

Business graphics for all areas

Advanced Reporting: Central Audit Report

Drill down into each item

E-invoicing interface / EDI input support

API Support for e-Invoicing scenarios

Paper Invoice EDI Online upload Supplier E-Invoicing Provider Customer

Pre-Validation, Signature
Verification

SAP + SAP Invoice Management

Support for EDI/IDOC invoice scenarios

Start Vendor Invoice Management workflow from incoming IDOC Flexible mapping and support for standard invoice IDOCs Extensible infrastructure to support customer specific changes

Integrated support for electronic invoices

Open API for support for 3rd party e-Invoicing vendors Consistent processing of invoices received through various channels

Leverage SAP IM for documents of various incoming channels

Integration with SAP SRM

Support for classic scenario and extended classic scenario

Classic scenario: GR might be posted in SRM or ERP, PO is created in ERP only Extended classic scenario: GR posted in SRM, PO must be changed in SRM

Exception handling addressing SRM users for missing goods receipts and price discrepancies is now supported

Exception: Missing Goods Receipt

Shopping Cart

Approval

Purchase Order

Goods Receipt

Purchase Order Confirmation Invoice

IM

SAP SRM
2. Post confirmation

SAP ERP (ECC)

1. Email notification

Exception: Price issue

Shopping Cart

Approval

Purchase Order Goods Receipt

Price difference

Purchase Order Confirmation Invoice

IM

SAP SRM
2. Change Purchase Order

SAP ERP (ECC)

1. Email notification

45 Best Practice Exception Workflows Swimlane example

45 Pre-configured Best Practice Exception Handling Workflows 16 Pre-defined Roles for workflow resolution

SAP OCR Option Invoice Capture Centre

Features

Open Text Vendor Invoice Management Automated paper-to-post invoice management

Inbox (incoming mail / fax) Invoice Recognition Invoice Verification Collaboration & Monitoring Invoice Completion Payment

PREPARE

TRANSFORM

Prfung und VERIFY AND COMPLETE Vervollstndigung

EXCEPTION HANDLING

APPROVE

PAY

Scanning Archiving

OCR UMWANDLUNG Validation

Trigger workflows

Comment

Post invoices

SAP based automated reconciliation and posting

SAP Document Access

SAP OCR Option for Invoice Management

SAP Invoice Management

ERP (FI/AP)

Invoice Capture Center Features

Simplify and optimise the entire invoice management process:

Capture

system for automated capture of invoice data

Separation Extraction

of documents into invoices and credit notes

of invoice header data: Amount, date, order number, of supplier number through check against master data of ERP-

Determination

System
Extraction Validation Fully Best

of line item details

module for ergonomic data completion

integrated into SAP Invoice Management

in class OCR: Formerly RecoStar + DOKuStar engines from Oc / Captaris Document Technologies, now owned by Open Text

Embedded OCR Integration into SAP

SAP ECC System

Scanning

SAP + SAP Invoice Management

OCR IDR
Archive

Validation

Duplicate check

Exception

Additional

SAP-based business logic between recognition and validation High automation rate
to end process control Logging, tracing, reporting to validation client controlled by SAP user management

End

Access All

relevant data stored in SAP system or in archive

Invoice Capture Center Components

Invoice Image

Master Data:

Invoice Capture Center

Vendor master data, PO data, Delivery Note (Periodic download)

IM Dispatch
Invoice data ok?
Yes

SAP ERP SAP IM

Entererprise Scan

No

OCR / IDR

Invoice Data

Archive

Recognition Invoice data extraction, data mapping with download data

Validation Manual keying of missing data

IM Business Rules Validate and complete invoice data, exception handling, approval

IM/SAP Invoice Processing Posting

Transform: Recognition Process in Detail

OCR

Analyse

Extract

Normalise

Verify

10/24/08

24.10.2008

3
CLERK: 12 DATE SHIPPED ORDER DATE 10/30/02 10/24/02 COVER CODE PA

Date

Order_Date = 10/24/08 Word

Format (US) Day = 24 Month = Oct Year = 2008

Valid period ?

yes

no

Number

24.10.2008

Trans fer

Manual keying

Turn pixels into characters using optical character recognition

Find meaningful entities and tag them

Find the correct date among all detected alternatives

Decompose string into subunits and re-format as required

Check against business and plausibility rules

Manual keying

Validation
Transfer

Invoice Data Extraction

Vendor

Invoice Number Invoice Date

Order number Delivery note number Line items Net Amount Currency Total amount

Invoice Knowledge Base Long term effect of different Approaches

Form (template) based Recognition

Free Form Recognition

Adaptive (=learning) technology

Combining Free Forms and adaptive

ICC approach

Increase of recognition rate during production time

Invoice data extraction

Master data (excerpt from ERP system) Vendor ID Vendor name

Vendor
Data

Vendor ID as in master data Vendor name Use of invoice knowledge base Intelligent data mapping with master data Use of vendor master data including auxiliary information (company name, Fax + tel. number, address , ) Required for posting Mandatory field

How is the data extracted?

Name Address Tel / Fax number

Usage

Configuration

Mapping with downloaded vendor master data

Presentation Automation

Other Bank account

Validation Client

Access Data

controlled by SAP user management

lookup for alternative recognition results view for invoice item validation available

Synchronisation of input fields and image

No

Separate

line item validation by default of Accessibility Standard Requirements: only mode of Screen Reader use generated proposals

Support

Keyboard Support Single

Click Entry: Patented technology for input by pointing and clicking with the mouse

Intuitive

Software High

input speed

Intelligent, automatic

table completion

DEMO

Sell the Value Value Engineering and Business Case

SAP Invoice Management by Open Text

Questions & Answers

Thank you!

Adam Bosna Senior Solutions Consultant adam.bosna@opentext.com Ph: +61 419 561 141

SAP 2009 / ERP Financials & BusinessObjects Enterprise Performance Management Total Overview Presentation V.2 / Ralph Schpfer & Antonio Giannelli / Page 46