Case Study

SAP Accounts
Payable
Automation
Solution Use Cases & Application Demo
 Our Business How Business Uses Our Products How We Do It

Existing SAP Business Combine Automated Content

Smart Management
Processes are extended
Process Apps for SAP with..
with Nintex process streams SAP Meta Data Provisioning
and ..
Cloud-First Applications
Users upload, work with, BPA (SAP & Nintex)

Optimize search for, create, reference

all enabled by .
Document Driven and collaborate on Packaged SAP/MS Interop
Business Processes documents key to those Technology
processes
Then leverage our.
Domain Expertise in SAP
In the office, from mobile
Processes
devices, and via the Cloud to build...
LOB, Smart Process Applications
for SAP
 OOB SAP Lacks The Business Effect?

Ready-to-Run Workflows
Loss of Efficiency
Unified Invoice Work Center
A/P Longer Process cycles

Automation True Content Management

Greater A/P headcount than
industry norms
for SAP Scan/Capture Facilities
Vendor relation issues
360 degree view of all A/P process
related docs
WHY? Purchasing, Goods Receipt, Contracts, Greater than standard audit costs
Master Data (Vendor, Material),etc.
Non Compliant document
Everyone needs to be inside SAP, even management
just an approver

Process Efficiency Reporting

 Specific Trouble Spots

Duplicate invoices
Missing Coding Information
A/P Missing Invoice Approvals
Automation Invalid/Missing PO Numbers The Business Effect?
for SAP Price Variances $26 Cost, Per Invoice
Processed
Quantity Variances
WHY? Must navigate dozens of SAPGUI
screens
Manual emailing of invoices
Documents & Invoices spread
everywhere
 Smart Invoice Processing for SAP Handles What SAP Does Not

APay for SAP & SharePoint

Nintex
Workflow

PO Invoices, Non-PO Invoices,

Credit Memos & Payment Requests

Nintex

Capture
Platforms and Content Repositories
(O365/SharePoint or legacy ECMs)

Business ROI: Cost per Invoice Reduced From $26 to $9

 APay for SAP A/P Automation
Complete Set of Process Stages
Analysis Content
Capture/ Invoice WorkFlow
Posting & Lifecycle
Ingestion Centers s
Reporting Mgmt.
Capture, validate, Single Screen Work Complete workflow Post to SAP Ledger Operational Content
pre fill SAP Centers series Reports Management with
transaction data All data and Automated cost Seamless
documents 1 click Standard actions, center allocations process analysis ArchiveLink
Store in and work away exceptions integration into
with from reconciliations, check generation SAP ERP
SharePoint & immediately step approvals, etc.
O365 Repositories into processing Prompt Payment
activities and Users can be in- Discounting
workflow side SAP
workflows plus in
SharePoint/O365
Specific SAP Activities
PURCHASE ORDER VALIDATION

DUPLICATE INVOICE CHECK CAPTURE/OCR ACTIVITIES

CAPTURE/OCR AT HEADER LEVEL
VENDOR DATA VALIDATION

NON-PO INVOICE CODING & APPROVAL CAPTURE/OCR AT LINE ITEM LEVEL

NON-PO INVOICE - PARKED INVOICES AUTOMATED WORKFLOW ROUTING (PO

VS. NON-PO INVOICES)
UTILITY INVOICES
VENDOR DATA VALIDATION AGAINST
CONTRACT INVOICES AP MASTER DATA

NON-PO FIELD DISBURSEMENTS

APPROVER/CODER DETERMINATION
PROCESSING IDOC INVOICES
REAL-TIME INVOICE DATA VALIDATION
GOODS RECEIPT VALIDATION WITH PO DATA

INVOICE PARKING AND POSTING

SharePoint/Office365 Activities

INVOICE CODING AND APPROVAL

INVOICE APPROVAL

LAZY EMAIL APPROVAL

APPROVER SUBSTITUTIONS

PRICE DISCREPANCY HANDLING

QUANTITY DISCREPANCY HANDLING

CREDIT MEMO HANDLING AND APPROVAL

EXCEPTION MANAGEMENT
MISSING DOCUMENTATION
INSUFFICIENT FUNDS
VENDOR MAINTENANCE REQUIRED
ACCOUNT ASSIGNMENT ERROR
 APay
DocSet360 Modules

360 Business View of All Procure-to-Pay DocSet Content Centers
Process Supporting Content
Purchasing DocSet Content Centers with Plug-ins for PR Approvals
All documents one-click away

Cross referenced to all related

records & transactions Users Take Action
Create
Doc search by business data Upload
Route for Action
Batch print & download Approve
Input Needed Data
DocSets: SAP Business Meta Data Driven
Copy, move & reassign docs Edit Master Data
Add more documents, etc.

Process Automation Extensions with Nintex

Are Simple, Quick & Easy To Create
 What Does it Take to Do this?
Keep SAP as the System of
Record
Let SAP handle the very
sophisticated activities
Dont Duplicate SAP Data!
Add-in SAP Business Logic
Function Modules and
Workflows
Enable Smart distribution
of process activities to
Non-Power Users
Invoice Work Centers
Smart Process Automation
Advanced Content Utilization &
Search
Capture & OCR Templates for
Packaged SAP/Microsoft
Interoperability
Distributed Workflows (SAP
linked to SharePoint/Nintex)
.NET/Web Services Application
Modules
Content Management System
(SharePoint ArchiveLink
enabled)
PO/Non-PO Invoices
 Managing Invoice Documents
Using Content Repositories

SharePoint On-Prem
Microsoft O365 or
ArchiveLink ECMs

APay & DocSet

Workspaces for SharePoint/O365
Guest, Partner & User Access

Document & Data Capture

Scan, Drag & Drop, Barcode,
email, Self service upload

Workspaces in SAP
Power Users & Professionals
 IntelliDocX Extensions & APIs for Content Driven Activities
Meta Data Driven

Bi-Directional
Data Access & Workflow Capture Content Store Security
Meta Data Integration Integration Auto Forward Integration
Services
Business & Meta Data Provisioning Services enable
Nintex Workflow Automation's for SAP Processes.
Simply.
APay Differentiators

Workflow streams in SAP real-

time connected to SharePoint
process activities users work
where it is optimum for them
360 degree view of the
Intuitive Invoice Centers
procure-to-pay cycle in SAP
in SAP & SharePoint
& SharePoint

Bulk Download & Bulk Print Advanced Search Module

for Auditors, etc. (Business Query Based)

Utilize existing SAP invoice Only SAP Certified Solution with

workstreams if desired, and/or TOTAL SharePoint integration - not
with APay ready-to-use templates just a pane of glass!
Customer Example
About Buhler
Buhler Motors manufactures
custom-made drive solutions
with DC/BLDC motors, gear
motors & pumps.
With approximately 1700
employees at ten locations in
Europe, the USA and Asia and
is based in Nuremburg,
Germany
Buhlers strategic markets
include the automotive
industry, the healthcare
equipment market, the aviation
industry and industrial
solutions in the field of
building automation,
agriculture, and transportation.
Started in May, Completed in August
A/P Invoice Processing Profiles
Invoice Volume: 17,000 EU + 10,000
Mexico + 12,000 CZ: `40,000 annually
Avg. Pages per Invoice: 2
Invoice Types: EDI - 50%, Paper -
30%, Email/web - 20%
Number of Vendors: 1400
PO/Non PO Split: 63%/37%
Distributed Processing with 4 Scan
Centers Header Data only
Previous Invoice Processing
Method: Standard SAP/Lotus Notes
Top Pain Points Addressed
Lack of Easy-to Use Invoice Cockpit
Incomplete workflows for reconciliations
and even standard processing
Eliminate duplicate and lost invoices
Vendor complaints about payments
Ongoing Support related to Lotus Notes
Solution Specifics
SAP ECC 6.0 & Tivoli Storage Manager
(existing)
SharePoint 2013 for Work Centers
Kofax Capture/OCR
Nintex Workflow for SharePoint
APay 3.0 for A/P Automation
Customer Example
APay 3.0 for A/P Automation
Project Objectives
Implement Invoice Work Centers
Implement new end-to-end
workflows
Use OCR to capture header data
& automate certain process steps
Allow SharePoint users to code
and approve invoices
Set-up automatic approver
substitutions for SharePoint
users
Handle Change Management so
as to minimize end user impacts
Project Cost: ~$85,000
What was Delivered
Set-up Capture and OCR
Processing of inbound invoices
Invoice images auto-linked to
transactions
Gave Users Single Pane Invoice
Work Centers inside SAP & O365
Deployed Ready-to-run
automations & process flows
SharePoint and Mobile users can
code and approve invoices using
Nintex Workflow
Realized Business Benefits
Faster Process Cycles
Reduced cost per invoice handled
Quicker, more responsive coding & approvals
Improved Vendor Relations
Whats Next
Rollout to CZ & N. America in 2017
Implement Nintex lazy approval's via email
SharePoint side purchase req. approvals with
Nintex
Upgrade to SharePoint ECM
ROI: ~ 6 Months
 Customer Example
Cloud/SaaS A/P Automation
About Dole
Dole Packaged Foods, LLC, is
a world leader in growing,
sourcing, distributing, and
marketing fruit and healthy
snacks. Dole sells a full line of
packaged shelf stable fruit,
frozen fruit, dried fruit, and
juices. The company focuses
on four pillars of sustainability
in all of its operations: water
management, carbon footprint,
soil conservation, and waste
reduction.
Dole Packaged Foods LLC, a
Previous A/P Processing Method:
subsidiary of Dole
International Holdings, Inc. Standard SAP & Lotus Notes
and based in Westlake Village,
CA.
Started September 2016 , Go-Live in February 2017
A/P Invoice Processing Profiles
Invoice Volume: 65,000
Avg. Pages per Invoice: 2
Invoice Types: Email/web - 90+%
Number of Vendors: 6,000
PO/Non PO Split: 80%/20%
Distributed Ingestion Header Data
only
Business Needs Addressed
Provide an Easy-to Use Invoice Cockpit
Complete workflows for reconciliations
Timely Vendor payments
Improve A/P Processing Efficiency
Solution Specifics
SAP s/4 HANA
Gimmals ERP-Link for O365
MS O365 for Cloud ECM & Users
CumulusPro MS Azure Capture/OCR SaaS
Nintex Workflow Cloud
APay 3.0 for S/4 & O365, APay Cloud
Capture Module
Customer Example
Cloud/SaaS A/P Automation

Project Objectives

Implement A/P automation in What Is Being Delivered Realized Business Benefits

concert with wholesale move
to Cloud ERP & O365
Give A/P Dept. Consolidated
Invoice Work Centers
Implement workflows for key
process scenarios
Use OCR to capture header
data & automate certain
process steps
Allow SharePoint based users
to code/approve invoices and
handle reconciliations for
price, quantities & credit
memos
Set-up Cloud-based Capture and
OCR Processing of inbound invoices
Invoice images/pdfs auto-linked to
transactions /stored in O365 ECM
Give Users Single Pane Invoice Work
Centers inside SAP and in O365
Deployed Ready-to-run automations
& process flows
SharePoint and Mobile users can
code and approve invoices using
Nintex Workflow Cloud
Shorter A/P Process Cycles
Reduced cost per invoice handled
Improved Vendor Relations
Reduced IT Infrastructure Costs: Cloud & SaaS
Scalable, Future Ready Platform to support
accelerated growth
Whats Next
Implement Line Item Capture & 3 Way Match
(further shorten process cycles)
Go-Live March 2017 (est.)
Non-PO invoice coding and approval
Release of blocked invoice
Lazy Approval
 Summary
Optimizing SAP Document Driven Processes
Business Value
Reduced process cycle times & cost per
processed item
Greater people productivity
Realizable Efficient Content Automation
Business Value Reduced software chargebacks to the
business
Done Smart
IT Value
Done Simple Lower Costs, Quicker Time to Realization
Systems Consolidation and leverage of
existing SharePoint assets
Less expensive TCO than historically
experienced with legacy systems
ROI Metrics
customer processing 120,000 invoices
per year, saves $1.4M annually in
operation costs
Customer with 3,000 users handling
20,000 Sales Contracts (services) a year,
estimates the time savings per contract is
6 hours; a 120,000 person-hour savings
per year
IntelliDocX App with 300 users (60 SAP
users and 240 SharePoint) saves the
business $225,000 in reduced seat license
chargebacks, plus efficiency gains
1/10th Cost of Legacy ECM+BPM systems

Path to realizing the benefits & ROI by

utilizing the Cloud
Customer
Excerpt
 www.intellidocx.com
Americas Europe Asia Pacific EricA@intellidocx.com
americas@intellidocx.com emea@intellidocx.com apac@intellidocx.com
TorstenS@intellidocx.com
 Lines of Business Covered

Intelligent work centers inside SAP,

SAP Hana cloud, Microsoft
SharePoint & Microsoft O365 cloud

Ready-to-Run, out-of-the box, SAP

to Microsoft interoperability

Business documents stored in

Microsoft Cloud

Incorporate all needed SAP

business logic, workflow actions,
content actions and data handling

Implementing IntelliDocX
applications ranges from 4 days to 4
weeks; based on application
breadth

Process improvement extensions DocSet Modules

easily realized using customers
standard SAP & Microsoft Visual Intelligent, Meta Data Driven
Studio tools Document Processing
Cloud Delivered
 Cumbersome document handling in complex SAP Screens

No OOB capability to connect Scan/Capture functionality to SAP Processes

SAP does not have the concept of Content Centers - everything is

transaction centered

Process Inefficiency and Reduced User Productivity when handling

What SAP documents
Shortcomings are No Document Search by relevant Business Data
DocSets Addressing?
8-15 screen jumps to find all documents related to a SAP
Transaction/Process stream
To Name a Few..
No ability to batch Print and download sets of documents

No ability to scan/attach documents at the line item level (POs, Invoices, etc.)

Users have to be in-side SAP

No connectivity to SharePoint workflows for Document processing actions

 Document Processing Solutions for SAP
Line of Financial
Purchasing
Delivery
Sales Projects
Plant
Master Data
Human
Business Accounting Management Maintenance Resources

Smart ABAP
Process .NET & Web Services APay & DocSets
Applications HTML5 Content Centers
DocSet

Meta Data SAP Event SAP Function

Services Subscriber
Meta Data Processor
Modules

Runtime
ArchiveLink ECM Service .NET/WS Connector for Data Services
Adapters

Web Apps &

Backend SharePoint
ArchiveLink ECM (Systems of
Systems (System of record) Office 365
engagement)