Automation Solutions for SAP Solutions for Touch-less Accounts Payable

TECHNOLOGY
INSIGHT
SERIES
SAP
Automation Solutions for SAP:
Solutions for Touch-less Accounts Payable

Featuring Insights on...

ERP Systems versus Bolt-on

The SAP Universe

AP Challenges and Automation Goals

Components of Invoice Automation

Electronic Invoice and Workflow Matching

Best Practices for Touch-less AP

Key Performance Indicators

Underwritten in part by:
Basware
Direct Insite
Dolphin
ReadSoft
SAP

Q2
2012
www.paystreamadvisors.com

Automation
Solutions for Table of Contents
SAP

Table of Contents
Executive Summary.......................................................................... 1

The ERP Environment...................................................................... 2

AP Challenges and Automation Goals........................................... 5

The Case for AP Invoice Automation...............................................6

Components of the Invoice Automation Universe......................... 7

Benefits of Invoice Automation........................................................9

Best Practices for Touch-less AP.................................................. 11

Key Performance Indicators.......................................................... 13

Solution Profiles............................................................................. 14
Basware.................................................................................................................. 14
Basware Case Study...................................................................................17

Direct Insite............................................................................................................. 18
Direct Insite Case Study..............................................................................21

Dolphin....................................................................................................................23
Dolphin Case Study.....................................................................................27

ReadSoft.................................................................................................................28
ReadSoft Case Study..................................................................................32

SAP.........................................................................................................................33
SAP Case Study.........................................................................................36

Selecting a Solution....................................................................... 37

About PayStream Advisors, Inc.................................................... 41

© 2012 PayStream Advisors, Inc. • info@paystreamadvisors.com • www.paystreamadvisors.com

i

Automation
Solutions for Executive Summary
SAP A significant shift is starting to shake traditional AP operations, especially for SAP
clients. While invoice imaging and workflow are now mature technologies, their
Executive Summary adoption lags. PayStream’s research indicates solutions streamlining the receipt-
to-pay cycle have only been adopted by 45 percent of Global 2000-sized North
American companies. Consequently, a large portion of the SAP user community still
relies on paper-based invoice processes.
Until recently, the biggest stumbling block to removing paper from the finance
department was getting the project started. Today, however, finance managers
struggle with a new problem: where to get started? Due to the explosion of options
- from invoice imaging, automated data capture, approval workflow, eProcurement,
electronic invoice portals, supplier collaboration, PO compliance, discounting
and payment – automation decisions are complex. To make matters worse, new
technology companies and solutions continue to enter into the ePayables automation
arena. PayStream’s research suggests that the explosion of options together with a
lack of clarity about solution choices is slowing the adoption rate.
The goal of every finance department is to provide information for managers to
make investments and budget decisions. With limited or no visibility into accruals,
companies often have delayed closes subject to inaccuracies caused by the
understatement of expenses and overstatement of income. This report is aimed
at finance and IT directors at organizations using SAP who seek to understand
the significant competitive advantage of improving their payables department.
Individuals who require product information to identify appropriate solutions for their
receipt-to-pay automation needs within an SAP environment will find in this report
appropriate solutions that can automate all payables functions.
Automation Solutions for SAP: Solutions for Touch-less Accounts Payable is a
PayStream Advisors Technology Insight Series report focused on SAP-specific
e-Payables solutions, including invoice automation and payments, which leverage
SAP capabilities and have seamless integration with SAP. It will highlight the
advantages of solutions that work within SAP as well as those solutions that sit
outside SAP and discuss the relative merits of both approaches.

PayStream Research Library
This report is one of many resources available in our research library, including:
• Invoice Automation: Automating AP Processes through Imaging and
Workflow
• Electronic Invoice Management: Getting Rid of Paper from the Source
• Electronic Invoicing: Best Practices and Operational Metrics to Streamline AP
• Invoice Automation for Small & Medium Enterprises (SME)


1

Automation
Solutions for The ERP Environment
SAP
To understand the current state of invoice automation, it is useful to take a step back
The ERP
Environment and briefly look at the evolution of business software. Today’s enterprise resource
planning (ERP) solutions grew out of manufacturing resource planning (MRP)
software, which was essentially designed to match demand to the supply chain.
MRP systems include inventory control, bill of material processing and production
scheduling in order to help organizations plan manufacturing, purchasing and delivery.
Accounting was handled in a different system.
ERP systems where subsequently designed to wrap everything into one package.
By integrating MRP and GL/Accounting with other core functions like maintenance
and HR into a single software suite, organizations realized a much broader scope of
process control. The two glaring problems with ERP systems is that workflow often
requires a high level of customization that can be costly and take a long time to roll
out. ERPs were not designed to handle unstructured content such as documents.
As a consequence, additional software solutions were developed to plug these
gaps, specifically electronic document management (EDM) and business process
management (BPM). From these technologies evolved enterprise content
management (ECM), which combines document management and workflow. Using
these technologies, point solutions were created to address narrow, but significant
process weaknesses such as invoice management as required by the AP function.
Another issue that comes into play with ERP systems is their lifecycle, which can be
fifteen years or longer. Because of the scope and impact an ERP installation has on
an organization, they are somewhat like an aircraft carrier in that they are costly to
replace and take time to steer in a new direction. They also require a lot of support.
Carriers require a task force consisting of a variety of surface ships and submarines
each with a specialized mission so that the carrier operations are not hindered in any
way. Likewise, an ERP/Integrator Complex has evolved that seeks to perpetuate
the ERP universe. In essence, the major ERP solutions have spawned a symbiotic
support network that helps extend the usefulness and lifecycle of a corporation’s ERP.

ERP vs. Bolt-on
While ERP systems can provide a scalable platform for activities like outsourcing
or shared services, they are not as nimble as bolt-ons that provide point solutions
addressing emerging business requirements. Organizations that have implemented
ERP systems are therefore faced with a dilemma whenever they need to automate
a new process. On the one hand they can adhere to the single source approach
and work with their ERP vendor and/or an ERP integration partner to build out the
new functionality. More often than not this is costly and time consuming. On the
other hand, they can turn to external software vendors offering bolt-on point solutions
compatible with their ERP system. These can be comparatively less expensive and
faster to implement while offering best-in-breed functionality that addresses client
needs.
By nature, bolt-on solutions pose a threat to the ERP/Integrator Complex in terms of
lost revenue opportunities. Having created a customer for their ERP product, ERP
vendors and the major consulting firms that provide integration and implementation
services for ERP products naturally have a vested interest in doing everything possible


2

to continue selling the ERP client additional ERP functionality. The bolt-on alternative
Automation
Solutions for provides not just a single instance of departure, but the start of a new pattern of
SAP behavior that makes it more likely other bolt-on solutions addressing other business
ecosystem needs are chosen instead of the solutions delivered by the ERP/Integrator
The ERP Complex.
Environment
To address this issue, the ERP/Integrator Complex has taken an “if you can’t beat
them, then join them” approach. By partnering with or acquiring ecosystem providers
offering bolt-on point solutions, the complex is able to more quickly deploy tightly
integrated, cost-efficient software automation tools. Relying on open platforms, they
first attack the low hanging fruit to generate return on investment (ROI) and then go
after the more complex and harder to address process issues.
For existing ERP clients, the expanded scope of the AP ecosystem offerings from
the ERP vendors makes it harder to differentiate between solution types and where
best to invest in additional automation. For organizations shopping for an ERP
system, a thorough understanding of the extended automation ecosystem, both
internal products and those from external vendors offering bolt-on solutions, will
help define the purchase decision. Integration will always be a key component in a
purchasing decision and will be greatly affected by an organization’s IT environment.
To gain complete and clear visibility throughout the entire AP flow, organizations must
minimize the paper and tightly integrate AP processes with their ERP.

The SAP Universe
Like other ERP solutions, SAP has a transactional heritage. SAP consequently
collects a lot of data related to the primary business processes it tracks. In respect
to the purchase-to-pay process, data is collected with each purchase order
created, which is then supplemented with additional data inputs related to receipt
of goods, receipt of invoice and payment processing. When external data sources,
unstructured data and processing exceptions to the transactional norm are involved,
capturing and processing that data within the confines of the core system can pose
a significant challenge. This is where other solutions that work within the broadly
defined SAP ecosystem may come into play.
Within the SAP universe, there are significant differences between an SAP solution
extension and other products offered by external solution providers. There are only
a handful of SAP solution extensions compared to hundreds of SAP Partner Certified
Solutions. Though products from certified partners go through extensive testing,
they do not undergo the same testing regimen by SAP as SAP solution extensions.
If support is offered through the SAP support portal, the support is routed to the
certified partner. Also, it is more likely a certified partner will have to bring in other
partners to provide ancillary functionality such as OCR or archiving.
None of this is to say that bolt-on solutions are inferior or second-tier in any way, just
that they have not been adopted under the SAP brand. They are certainly rigorously
tested and supported by their developers. Furthermore, the bolt-on solutions have
proven themselves in the market. Thousands of users are benefiting greatly from the
advanced functionality and flexibility offered by these best-in-breed partners as well
as their compelling ROI.
SAP solution extensions, the highest partner category, augment SAP’s core ERP/
financial solution. To become a Premium Qualified partner product they must pass
SAP’s own testing standards. SAP solution extensions are in essence an SAP
product, except that a partner that is a leading point solution has developed them.

3

Automation SAP solution extensions are SAP branded and marketed, meaning that they are on
Solutions for the SAP price list, carry an SAP warranty, and are supported by SAP, not just the
SAP partner.
From a user standpoint, the look and feel of an SAP solution extension is that of SAP.
SAP Universe
In fact, the user never really leaves SAP. Other tightly integrated solutions from
certified partners may also retain the look and feel of SAP and be written in SAP’s
ABAP programming language so that the user cannot tell whether they are working
within SAP or the bolt-on solution. For the user that is accustomed to working in an
SAP environment this can be a critical factor.
In contrast, users who are new to SAP or have multiple ERPs may be more
inclined to look at an external best-in-breed bolt-on solution with its own look and
feel. Established users of SAP may also consider an external solution based on
their processing, functionality, usability and cost requirements. These solutions will
exchange data seamlessly with SAP, but the user works in a best-of-breed point
solution that delivers its own unified AP processing experience.
It is not uncommon for a company to have different instances of SAP or even have
SAP in one location and another ERP at a different location, often due to mergers
and acquisitions. Companies on multiple ERP platforms looking for global visibility
will need to look for a best-of-breed solution that works outside of SAP. While some
of these best-of-breed solutions may retain some of the look and feel of SAP while
providing global visibility across disparate ERPs, other external solutions provide
their own unique user interface.


4

Automation
Solutions for
AP Challenges and Automation Goals
SAP
The biggest invoice management challenges are related to an overreliance on people
AP Challenges and and paper-based processes, and the high number of discrepancies and exceptions
Automation Goals associated with such a system. While increasing electronic imaging remains a top
goal, followed by automated workflow, implementation of invoice imaging and ERP
application upgrades both show significant momentum.
Although invoice automation remains predominantly accuracy and efficiency driven,
momentum is building for broader application as a management information tool.
Emerging concerns related to this are discount capture and spend visibility.
Streamlining the AP process is vital in a tough economy where adequate cash flow
and greater control over payables are critical to maintaining liquidity and sustaining
business operations. The convergence of electronic invoicing and front-end invoice
imaging presents organizations with a single comprehensive solution that can
manage both paper and electronic invoices through a common automated process.
Once a formidable obstacle, the challenge of integrating new applications with ERP
systems is becoming less daunting. Most invoice automation solutions on the market
today integrate easily with systems on both the buyer and supplier sides, resulting
in secure and seamless data transfer, as well as streamlined processes and more
efficient workflows.


5

Automation The Case for Invoice Automation
Solutions for We believe AP automation is emerging as one of the key components of financial
SAP supply chain strategy. This is in large part due to the operational efficiencies derived
from automation that in turn drive cost savings. At an operational level, automating
Case for Invoice
Automation existing accounts payable processes can:

• Reduce processing costs for both paper and electronic invoices
• Increase full-time equivalent (FTE) efficiency
• Reduce processing errors and promote faster discrepancy resolution
• Minimize the payments risk of fraudulent and duplicate invoices
• Increase straight-through processing and achieve lowest cost routing to
minimize bank charges

On a more strategic level, AP automation can unlock significant value from the
financial supply chain. This involves an understanding of the receipt-to-pay process
in the context of trading partner relationships. Added value is created by:

• Accelerating the approval of invoices to capture early payment discounts
• Facilitating dynamic payment terms based on a sliding scale
• Optimizing spend management for working capital gains
• Enabling suppliers to improve their own cash flow through improved visibility
into invoice status
• Strengthening vendor relationships

This type of collaborative approach to financial supply chain management facilitated
by AP automation also positions buyers to partner with innovative banks providing
supply chain finance support. For suppliers, an integrated bank relationship can
reduce their Days Sales Outstanding (DSO) without the need for high-cost financing
options such as factoring and asset-based lending. At the same time, the financial
institution can help buyers retain and potentially extend their Days Payables
Outstanding (DPO).


6

Automation Components of the Invoice Automation Universe
Solutions for
SAP The invoice automation universe is comprised of a number of different functional
components. Some vendors deliver functionality in an integrated, end-to-end
Invoice Automation solution, while others focus on specific components. The AP automation solutions
Universe
designed for an SAP environment discussed in this report all fall into the former
grouping.

There are six primary components of the AP automation environment. A brief
description of each follows:

Paper Invoice Receipt
Paper invoices, whether they are received in a centralized location or a distributed
environment must be prepared for scanning and electronic access. This involves
the hands-on sorting and batching of all relevant documents.

Document and Data Capture
The conversion of paper invoices and other transaction-related documents into
digital images and index data requires scanning, image enhancement, indexing,
validation and data extraction, most of which are handled automatically by the
solution being used.

Electronic Invoicing
Most invoice automation solutions come bundled with a vendor portal or can
be integrated with electronic data interchange (EDI) or with electronic invoicing
network that suppliers may use to submit invoices electronically by entering the
data manually, flipping purchase orders into invoices, or uploading documents
from their accounting systems. Electronic invoices are automatically validated in
accordance with buyer-defined tolerance levels and suppliers are immediately
notified of the exceptions they need to correct before the invoice is forwarded for
AP processing.


7

Automation Content Management
Solutions for The delivery, storage, management and disposition of electronic documents and
SAP index data is central to invoice automation and must integrate closely with the
client’s ERP system in terms of access rights and the ability to provide seamless
Invoice Automation retrieval. Some solutions come bundled with a central repository, while others rely
Universe
on third party providers, and still others simply integrate with the SAP ArchiveLink
data repository.

Matching and Workflow
The system must handle both the matching of PO-based invoices and related
exception resolution as well as non-PO-based invoice approval. The workflow
engine, according to pre-defined business rules that administrators should be
able to configure without IT support, routes tasks and invoices pending approval
to the appropriate party based on pre-defined roles. Tasks not addressed within
system parameters are then subject to automated escalation routines.

Reporting and Analysis
Being able to analyze invoice receipt-to-pay metrics and monitor user activities
for quality control and load balancing is critical to automation efficiency. Typical
reporting and analysis tools include standard and ad hoc reports detailing
invoices pending approval, past due invoices and cycle times. The best
solutions provide the ability to modify standard reports and to perform simple and
advanced searches to generate output that provides visibility to both buyer and
supplier transactions, and provides access rights to suppliers. Besides the ability
to create custom reports on an ad hoc basis, the more advanced solutions also
allow users to save those queries as templates for further reuse and provide the
ability to integrate with external reporting tools.


8

Automation Tangible Benefits of Invoice Automation
Solutions for Clearly the benefits of invoice automation are tangible and achievable. Depending
SAP on the type of solution implemented, organizations can achieve a wide range of
benefits related to accuracy, processing times, discount capture, and labor costs.
Benefits of
Automation The biggest benefit of automating the invoice receipt process for a majority of
organizations is fewer lost or missing invoices. Invoice automation facilitates
immediate visibility and makes invoices actionable to all relevant parties,
irrespective of where they are located geographically.
Another significant benefit of invoice automation is quicker approval cycles. Our
research shows that automating invoice receipt combined with automated matching
and approval workflow can shrink approval cycle times from 23 days or more
to as little as five days. Approval of non-PO invoices can even be less. These
performance gains are driven by meta data extraction with OCR / IDR, immediate
invoice image visibility, automated matching, the elimination of manual data entry,
and ensuring that invoices are reviewed and approved in a timely manner.
The ability to accelerate approval times has allowed organizations to increase
their on-time payments as well as capture more payment discounts. Elimination
of manual data entry and paper-based routing of invoices along with the reduction
in discrepancies and exceptions brings another benefit to the equation, the ability
to reduce staff and processing costs. The ability to redeploy staff from low value-
adding activities to more strategic tasks like vendor relations, spend management
and incremental discount capture is an added bonus.


9

Automation Purchase-to-Pay and the Role of Invoice Automation
Solutions for
SAP Invoice automation plays a key role within the optimization of the Purchase-to-
Pay (P2P) process; in particular the advantages provided by an electronic invoice
environment and automated workflow matching. The goal is to create end-to-end
P2P Automation automated processes, also referred to as straight through processing (STP). The
promise of STP is that by eliminating human intervention, or touches, efficiency will
skyrocket and costs will drop precipitously.
The key is to eliminate as much paper as possible. Converting paper invoices to
electronic documents is primary, but also increasing the use of p-cards, driving
suppliers to an invoice portal and automating contract management can reduce your
reliance on manual processing. With the volume of paper processing reduced, it is
then possible to build out the automation within your P2P process.

Transitioning to a touch-less AP environment, however, is not something that is
done all at once. Enterprises desiring to become touch-less need to take a staged
approach that involves:

• Getting rid of paper
• Matching a clean document sent (usually the purchase order) with a clean
document received (typically an invoice or delivery receipt)
• Then implementing e-procurement tools

AP processing provides the initial, easy to realize benefits of P2P automation.
Beginning with purchasing, the front-end of the P2P process, does not deliver the
requisite benefits to sustain continuous improvement. Attacking the paper invoice
problem does. Being successful with invoice automation provides the impetus for
then extending your touch-less process outwards in order to span both ends of the
P2P continuum.


10

Automation Best Practices for Touch-less AP
Solutions for
SAP Eliminating human touch points is a best practice in its own right. Once an invoice is
captured electronically, the question to ask is: Does this invoice need to be approved?
The ability to derive an automated answer by using business rules, which in turn
Best Practices trigger appropriate workflows, is the centerpiece of a touch-less AP environment. If
the answer to the question is no, the system will move the invoice into the payment
process. If the answer is yes, the system will route it to the approving party along with
any necessary decision support documents and information. Business rules, flexible
workflow and transactional transparency are essential.
For global organizations, there is an added layer of complexity related to localization.
This is because there are different legal requirements for invoice processing from
country to country. The question you must first ask is: Are we capturing the correct
data in every country? Once you understand your requirements, you will be able
to determine if a standardized solution is sufficient for processing in each country
in which you do business, or if service extensions are required from your solution
provider to capture all the information you need.
On a basic level, we have identified 15 areas that impact touch-less AP processing.
They are offered here to provide you with a checklist for evaluating both your needs
as well as the functional capabilities of any solutions you consider. They are:

• Invoice Submission – The system should facilitate the exchange of invoices
between buyers and suppliers by supporting several methods of supplier
submitted invoicing including PO flips, blank e-forms, standard templates and
direct integration (Electronic Data Interchange – EDI) with a supplier’s ERP
system.
• Document Scanning – Having all invoices sent to a single location
for scanning is preferable, but not always practical. In decentralized
organizations the best practice is to receive paper invoices in regional
scanning centers and then scan to one central repository.
• Compliant and Secure Storage – The ability to capture and then maintain
both structured and unstructured data must be accomplished within a secure
environment that is not only compliant with all relevant regulatory and
industry standards, but also extends to the integrated process.
• Invoice Recognition – It is very important to be able to capture line items
and not just header data. Without line item details automated systems
must forego the use of advanced matching and business rules to decipher
apparent exceptions. The use of free form ICR or IDR can provide an added
level of automation compared to a template driven OCR process.
• Invoice Validation – The system must check every invoice for duplicity and
mathematical integrity. In a portal environment, checking invoices against
a set of buyer-defined criteria and notifying suppliers to correct any errors
before the invoice is accepted and routed provides an additional layer of
validation.
• Invoice Matching – This involves matching invoices with purchases, goods
receipt documents and/or contracts based on criteria configured in the
system. The system should also route any match exceptions for review and
resolution.


11

Automation
• Workflow Configuration – Administrators need the ability to configure and
Solutions for change the business rules that determine how invoices will be routed to
SAP appropriate users for review and approval.
• Alerts and Notifications – The system should notify approvers of invoices
Best Practices pending their review and escalating invoices to managers if no action is taken
within a specified period of time.
• Payment Processing – The steps that buyers take to initiate, post and
execute payment, including preparation, processing, and submission of the
payment file to the financial institution need to be seamless.
• ERP Integration – Besides the exchange of transactional data between the
invoice automation solution and the ERP, this stage also includes integration
with and posting of the payments to buyers’ GL and accounting systems.
• Remittance Management – Sending the remittance information to suppliers
via the portal in a format of the suppliers’ choice is critical so that they can
easily transfer the remittance advices into their receivables systems.
• Travel Receipts – Paper receipt capture, either scanned or via a mail
service, and matching those items to submitted expense reports or credit
card downloads (in addition to providing confirmation to the employee),
must be integrated with workflow providing approval, exception/discrepancy
handling and delivery to AP.
• Contract Management – Leading edge firms are implementing automated
contract management capabilities (typically for handling non-PO invoices
related to leases, utilities and other recurring bills) to further reduce manual
processing.
• Mobile Apps – Delivering tasks and supporting documents to a mobile
device facilitates approval by executives who travel regularly. Mobile apps
are in the early stage of development and deployment but are expected to
increase significantly in popularity.
• Business Intelligence – There is a wealth of information gleaned from
the P2P process, which can be used not only to comply with regulatory
requirements but also to provide valuable business intelligence for strategic
spend analysis.


12

Automation
Solutions for
Key Performance Indicators
SAP
The accounts payable process has a number of moving parts and unless key
Key Performance
metrics are identified and performance measured against these indicators, it is quite
Indicators likely that something will fall through the cracks. To ensure smooth functioning,
key performance indicators (KPIs) should be measured periodically. KPIs
become all the more critical when a company is going through a new technology
implementation, so that measuring and comparing KPIs before and after an initiative
provides a good indication of the impact it had on the AP process.
Here are some key KPIs you should track periodically as well as before and after
any invoice automation initiative aimed at increasing your touch-less AP quotient:

Average Cost to Process an Invoice (by Invoice Type)
Calculating processing costs can provide valuable insights into the factors
driving the costs and ideas on reducing total costs. Include salaries and benefits,
facilities and hardware, software and IT support and managerial overhead in cost
calculations. Also calculate processing cost by different types of invoices (e.g., clean
vs. exception) and by steps involved in each process (e.g. data entry vs. exception
resolution) to address the expensive invoice types and processes.

Exception Invoices as a Percentage of Total Invoices
It is a well known fact that exception invoices cost much more to process than
clean invoices and drive up the overall processing costs for AP. Track the number
and dollar value of invoices that end up in an exception queue and log details such
as expense type, vendor information and type of exception. Understanding the
source of exceptions and addressing them is critical to reduce the occurrence of
exceptions.

Average Time to Approve an Invoice from Receipt to Payment
Knowing how long it takes an invoice from the time it gets to the AP department to
the time it is ready to pay can help AP managers identify bottlenecks – data entry,
approval or exception handling – and take the appropriate steps to compress the
invoice receipt-to-pay cycle. Accelerating the processing cycle can help reduce late
payment penalties and increase capture of discounts offered by suppliers.

Electronic Invoices as a Percentage of Total Invoices
Electronic invoices take less time and are less expensive to process than paper
invoices. Track the percentage of electronic invoices as well as the percentage of
suppliers sending them. Increasing the percentage of invoices that come into the AP
department in electronic format has a beneficial impact on the other two metrics you
are tracking – average processing times and costs.

Suppliers Participating in eInvoicing as Percentage of Total Suppliers
The best electronic invoicing solution will not deliver a payback unless a critical
mass of suppliers has been onboarded. Develop a supplier recruitment and
enablement plan in conjunction with solution implementation and then periodically
track the percentage of targeted suppliers that have been migrated from paper to
electronic invoicing. If the percentages are too low, then it is time to change your
activation campaigns and supplier communication methods.


13

Automation
Solutions for Basware Overview
SAP
Basware is the global leader in purchase-to-pay solutions with more than 1 million
users in over 60 countries. With Basware’s Invoice Automation, organizations can
Solution Profile reduce the cost of buying and paying for goods and services and gain visibility
and control of its entire spending process by automating manual processes from
sourcing, contract management, purchasing and supplier collaboration to invoice
automation. Basware solutions and services enable firms to optimize working capital
and maximize the agility of finance operations throughout the purchase-to-pay cycle.
Solutions are distributed and implemented, either on site or as a service, in Europe,
the U.S. and Asia-Pacific through an extensive network of Basware offices and
business partners. The company’s U.S. business, Basware, Inc., is headquartered in
Stamford, Connecticut.

Website www.basware.com
Founded 1985

Table 1 Headquarters North American HQ is located in Stamford, CT
BASWARE
Other Locations World HQ in Espoo, Finland, 10 offices in Europe and AsiaPac
SOLUTION
PROFILE
Number of Employees 1100+
Number of Customers 1600

Number of End Users 1,000,000+
IKEA, Whole Foods Market, Sonic Drive Ins, Panasonic,
Heineken, NASDAQ OMX, Caterpillar, Alcon, ABB, Cargotec,
Key Clients
ING, Global Industries, Apache, Children’s Hospital, Adventist
Healthcare
Target Verticals All

Partners/Resellers SAP, Microsoft, EMC, Oracle, Ricoh, Cannon
Transactions
Millions
Processed

Best EIPP Service Provider by Global Finance Magazine 2010-
Awards/Recognitions 2012; Pros to Know 2009-2012; Top 100 Companies by Supply
and Demand Chain Executive 2009-2012

Solution Name Basware Invoice Automation

Frequency of Upgrades Once per year for major releases, minor releases 2-3 per year

Solution Functionality
Basware solutions are delivered both as SaaS and licensed offerings. While Basware
works outside of SAP, it employs certified SAP interfaces to seamlessly integrate
with SAP and other SAP solution providers. Similarly, Basware has integrated with
over 250 other ERPs and financial systems in order to provide a single AP platform
for users in an organization regardless of whether they have a single SAP instance,
multiple SAP instances or a combination of SAP and other ERPs spread throughout
the various departments, business units, affiliated companies, etc. The result is a
single view of all AP activity company-wide.


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In 2012, Basware launched Alusta, a cloud-based platform for business-to-business
Automation
Solutions for transaction collaboration. Alusta is Basware’s platform that underpins and powers
SAP the B2B Cloud, an open, secure and global commerce ecosystem for buyers and
sellers that streamlines, optimizes and accelerates transaction collaboration, improving
purchasing and invoicing processes, and delivering enhanced supplier relationships
Solution Profile and financial performance. The Alusta platform introduces many new features
including an improved GUI with single role based user interfaces across all P2P and
O2C processes, an updated mobile client for mobile phones and tablets including
Apple iPhone, iPad, Android and others, real time social collaboration, multi-tenant
SaaS packages, neutral network connectivity, and enhanced reporting.
Basware also has one of the largest e-Invoicing networks in the world. Basware’s
Open e-Invoicing Network is a B2B transactional platform that’s been connecting
millions of businesses worldwide for over a decade. It seamlessly connects with over
130 international e-invoicing platforms, making it the largest inter-operator network in
the world. In 2011 alone, the Open Network hosted more than 21 million transactions
from more than 550,000 active buyers and sellers.

Pricing and Implementation
SaaS implementations are quick and can be up and running in a matter of weeks.
Implementing a licensed product typically takes about three months. The Basware
fee structure is transactional and user-based, though a licensed fee structure is
also available. These fees include a full level of customer support during and after
implementation.

Invoice Receipt Functionality
The Invoice Automation solution allows for the receipt of both electronic and paper
invoices. It also provides options for distributed capture, and outsourced scan and
capture services, allowing customers to shift completely to e-invoicing from day one.
Services include importation of invoices from any format (HTML, EDI feed, paper,
PDF, email, etc.), sorting and batching, scanning with the latest OCR technology, data
extraction, validation and delivery of invoices back to the customer’s AP solution. Data
can also be entered via a Supplier Portal where suppliers can convert their own POs
to an invoice, evaluate receipt settlement, and utilize contract based self-billing.
The primary efficiency driver of Basware’s platform is invoice pre-matching. The
company aims to prepare invoices for SAP (examining tolerances, exception
processing, 2-or 3-way matching, etc.) so when they hit the client’s SAP system, all
invoices go through 100 percent smoothly. Basware also offers contract matching,
which SAP cannot handle, that can be applied to utilities and other contract- or tariff-
based vendors.

Document and Data Capture Functionality
Basware offers multiple scanning options. One is onsite scanning through customer-
driven scanning operations. For onsite scanning, Basware uses an OCR double-
engine, template based and free-form capture method for the most reliable and
accurate data capture. All images are automatically indexed for fast retrieval and
reporting purposes.
Another option is a totally outsourced scanning service, provided by Basware, which
enables a customer to receive 100 percent of all invoices electronically with complete
data capture and validation. Basware Scan and Capture Services cover all steps of the
invoice receipt process. The service is scalable and flexible should invoice volumes

15

increase or decrease at any point in the future. CloudScan is yet another way invoices
Automation
Solutions for can be captured. CloudScan allows customers to download a self-scanning capability
SAP in minutes enabling them to do local scanning before sending invoice data to the cloud
for data capture and validation.

Solution Profile
Vendor Portal Functionality
Basware’s solution supports a vendor portal where suppliers can submit invoices
electronically. It will also validate all invoices based on any number of criteria, system,
or client requirements according to business rules. Notifications can be completely
automated and are usually sent by the client’s email system. All data – both paper
and electronic invoices that a vendor may submit – is standardized for the approval
process. The Basware Supplier Portal also enables vendors to create an invoice from
a purchase order, commonly referred to as a PO flip.

Content Storage and Management
Invoice Automation includes storage and archival functionality for captured images and
data. Comprehensive content management capabilities are also provided, including
archiving, search, and retrieval facilities. Invoice images are stored on a file server
with the archived information available for reporting purposes. Basware allows for
complete visibility to all invoices. With proper authorizations, users have the ability to
search on any information saved with the invoice or by any action performed against
it. An unlimited combination of search fields can be configured according to client
requirements. Users can even export large invoices to excel, manipulate the data, and
then re-import the invoice back into Basware in its new configuration.

Workflow Management
Basware’s robust workflow environment supports automatic, semi-automatic, or
manual processes per a client’s needs. Administrators have complete control over
individual user access rights – they can control what users may see, approve, how
much they can approve, along with any action that may be required of the user. During
the initial implementation phase, Basware embeds the client’s business rules within
the system. Simple interfaces are then provided for the input and review of workflow
items. An email message with a direct web link can be provided to alert users that an
invoice needs attention. Automatic escalation, reminders, archives and back-up chain
features are all standard and available for use from day one. Any user may open an
online conversation regarding a specific invoice with any other user, and those chats
are stored with the record, making them part of that one invoice’s history. Basware also
provides unique mobile solutions – users can approve invoices and check statuses
on any mobile platform (Apple’s iPhone or iPad, Android and other networks) via a
Basware app.

Excellent functionality and ease of use come together in Basware’s reporting and
analysis tool – IP Monitor. Invoices can be monitored at every step in the process. The
Basware IP system was designed to create an unlimited number of reports via point-
and-click functionality. Reports can be created on spend analysis, cash management,
suppliers and audit trails, and include information about an invoice’s history through the
workflow. Suppliers are able to review, confirm and comment on their own invoices as
well. A complete and comprehensive audit trail in Basware’s Invoice Automation suite
is provided and can be leveraged for SOX compliance.


16

Automation
Solutions for
Basware Case Study
SAP
Invoice Automation Adds Value to Accounts Payable Operations
Case Study Worldwide at Global Leader in Power and Automation Technologies

Challenge:
As the global leader in power and automation technologies for utilities and industry,
this Fortune 500 company receives and processes millions of invoices each year in
countries all around the world. Trying to keep track of all these invoices and manage
accounts payable (AP) processes was a very labor intensive and time-consuming task.
With a vision to standardize processes, improve efficiencies as well as interface to their
SAP systems, the company embarked on its journey to automate AP operations.
Determined to achieve more effective invoice processing they conducted a thorough
evaluation of automated invoice processing solutions, and with input from several of
their locations worldwide, selected Basware’s invoice automation solution.

For example, prior to implementing Basware, one of their country units manually
processed 380,000 invoices each year. Typically, invoices were manually entered into
the purchase invoice ledger, and routed internally to the appropriate recipient. They
were then checked and approved, forwarded to the Accounts Payable department
through internal mail, processed, verified, and manually booked and archived.

Solution:
To make these processes simpler, faster and more efficient, the company decided to
centralize the accounting processes of all 14 business units in this one country into a single
Shared Accounting Service Center and implement Basware’s invoice automation solution.
Today, the Basware solution is used to scan in purchase invoices, validate the scanned
data, and incorporate the invoices into Basware’s invoice automation system in one single
step — cutting the initial processing time in half. After the invoices are scanned into the
system, they are automatically sent for review and approval and then transferred to the ERP
system for payment. The Basware solution enables them to adopt end-to-end electronic
processes, as well as ensures efficiency and reliability.

The flexibility of Basware’s Invoice Automation system and its ability to adapt to local
variations of this company’s AP processes enabled them to implement the solution in 18
countries to date – with more coming on board over the next couple of years.

Results:
This company has gained significant benefits and productivity gains. With Basware’s invoice
automation solution, they are now able to match invoices with purchase orders (POs), and
some countries are already achieving 60% fully automatic, straight-through processing.

They have gained significant productivity increases in processing invoices, and have
been able to accommodate higher invoice volumes each year since the solution was
implemented. The company also uses Basware’s invoice automation solution to support
business decisions, such as supplier relationships. And they can now easily analyze their
supplier base, among other key areas, to determine which suppliers they should focus on
converting to e-invoicing.

17

Automation
Solutions for Direct Insite Overview
SAP Direct Insite Corporation is a global provider of financial supply chain automation for
procure-to-pay business processes. The company’s solutions and services aim at
Solution Profile delivering on-demand payment capabilities that are deployed fast, with minimal cost
and operational impact, and provide guaranteed benefits across the financial supply
chain. Direct Insite’s service offering for automating both accounts payable and
accounts receivable operations, Invoices On-Line (IOL), was introduced in 2000.

Website www.directinsite.com

Founded 1987

Table 2 Headquarters Sunrise, FL
DIRECT INSITE
Other Locations Bohemia, NY; Santa Clara, CA; Denver, CO
SOLUTION
PROFILE
Number of Employees 60

Revenues $12 Million
Customers 50+ operating company or enterprise clients
Annual Transaction
35+ million
Volume
Manufacturing, Communications, High Tech, Oil & Gas,
Industry Segments Energy, Medical, Media & Advertising, Finance, Shipping &
Transportation
IBM, Hewlett Packard, General Motors, Siemens, Carlson, Shell,
Key Accounts UK Department of Work and Pesions, Areva T&D, INTTRA,
Osram Sylvania

ISO 9000 Certification, PCI Service Provider Level 1 Certified,
Awards/Recognitions SAS 70 Type II Compliant Data Centers, Certified SAP
Technology Solution, SAP Business Partner

First Data Corp., Hewlett Packard, IBM, SAP, Cognizant,
Partners/Resellers
INTTRA, Scan One, ScanTek

The Direct Insite IOL platform offers a comprehensive solution to manage purchase
orders, invoices, and electronic payments. The IOL solution is primarily offered as a
Cloud-based Software-as-a-Service, but is available for installation on client servers
as required by some government contracts. This solution sits on top of SAP (or
any other ERP), using a collection of web-services to exchange data with SAP in
real-time. If everything matches, it provides an end-to-end AP solution. If there are
exceptions, AP handles them in Direct Insite and in conjunction with the Direct Insite
workflow protocols without ever having to touch SAP. Thus, a seamless AP solution
is provided while a user is still able to tell if they are working in SAP or IOL.
Invoices On-Line delivers comprehensive functionality on both the buyer and supplier
sides. Buyers can issue and manage purchase orders, review and approve invoices,
and create schedules and pay invoices online via flexible payment methods.


18

Automation Suppliers can issue invoices and credit memos and respond to buyer inquiries with
Solutions for attachments. Strong audit controls and reporting ensure total visibility of transactions
SAP in real time.

Solution Profile Pricing and Implementation
Direct Insite uses a transaction-based pricing structure, with a minimal professional
services fee up front and a declining fee per transaction as monthly transaction
volumes increase. Only buyers are charged to use the solution, Suppliers get free
access to the IOL platform. Many competitors charge both buyers and sellers – an
impediment to supplier adoption.
A typical IOL implementation takes 30 to 90 days, depending on the client’s business
rules for workflow implementation and the availability of interface information related
to the client’s ERP systems. The on-demand delivery model can be deployed faster
and with less up-front cost thereby delivering a measurable long-term return on
investment.

Supplier convenience is a key selling point, from the ability to electronically “flip”
purchase orders into invoices for error-free matching, to line-item edit capabilities
allowing suppliers to amend and append orders to both PO and non-PO invoices.
IOL offers a full complement of e-invoicing services, from full EDI to scanning of
paper invoices. Automated document validation notifies suppliers of invoice errors at
the point of submission via email or web portal messages.

Document and Data Capture
Direct Insite has fully integrated scanning partners to scan invoices and other
documents via either non-template reliant OCR. Invoices and other data can also
be captured via double blind re-keying. The SLA for data capture is 99 per cent
character accuracy. Invoices are mailed, emailed, or faxed to the scanning/capture
facility. Business rules can be customized for individual customers to provide the
highest level of data validation. All invoices are assigned a vendor number and
business unit, and any document that fails validation can be easily modified in the
IOL application.

Vendor Portal Functionality
With more than 100,000 suppliers registered in 100 countries, using over 35
currencies and 17 languages, the IOL Global Supplier Network is a robust
marketplace for e-invoicing. Direct Insite’s Supplier On-boarding Team works with
buyers to get all of their suppliers enrolled, touting the solution’s fee-free seller
services. The web-portal is self-service, aiming to give vendors the ability to find
answers to their own inquiries while reducing inbound calls. There is also a line-item
editing form that allows suppliers to adjust line items to PO or create non-PO based
invoices.

Storage and archiving functionality for both electronic invoices and paper invoices
is offered with IOL. Typically, historical invoice data and images up to 10 years old
are accessible in real-time. A user can search for invoices by date, invoice number,
amount, vendor name, vendor number, business unit, PO number, payment amount,


19

Automation and most any other parameter. The scanned images are typically PDF or tiff files
Solutions for accessed via a web link and are also downloadable.
SAP

Workflow Management
Solution Profile IOL delivers integrated workflow functionality that allows invoices to flow through
preparation, review, and approval life cycles quickly and efficiently with users
assigned authority levels as invoice preparers, reviewers, approvers, and
payers. Online collaboration between buyers and sellers allows fast resolution of
discrepancies, with either party able to initiate line-item level notes and inquiries.
Direct Insite’s solution supports dynamic discounting, allowing buyers and suppliers
to work out mutually beneficial early payment terms. Buyers may configure discount
rates and submit proposals to suppliers against specific invoices. Suppliers may
view the invoices that are available for discounting, compare the discount rate
against alternative capital sources, and decide whether to accept the proposal or
submit a counteroffer.

IOL provides a number of standard and configurable reports, as well as ad hoc
query capabilities for custom reports that can be exported in ten different formats. As
well as financial management reports, users can analyze early payments, dynamic
discount and spend management. On the supplier side, users may check on the
status of purchase orders, invoices and payments in real time. These reports can
then be exported to a spreadsheet format for further review.


20

Automation
Solutions for
Direct Insite Case Study
SAP
Siemens Global Shared Services
Case Study

Electronic Invoice & Supplier Self Service Management

Challenge:
Siemens Global Shared Services provides centralized Accounts Payable processing
for 54 distinct operating companies servicing over 100,000 suppliers. Initially, Siemens
processed 1.2 million paper invoices in 2007 for 26 business units on over 10 different
SAP systems. This volume increased to nearly 2.4 million invoices per year by the
end of 2011 with the migration of an additional 28 business units. Concurrently,
Siemens was dealing with approximately 50,000 supplier inquiries per month requiring
a sizeable call center. Siemens’ challenge was to find an innovative web invoicing and
self-service solution to increase the rate of electronic invoicing and decrease supplier
inquiries and related call center costs.

Solution:
Siemens conducted an extensive vendor analysis and selected Direct Insite’s
Accounts Payable Supplier Self-Service and eInvoice Automation Portal. Direct
Insite provides a globally hosted suite of web-based Accounts Payable Automation
and Procure-to-Pay service modules which are incrementally deployed in a phased
strategy. A significant plus was Direct Insite’s Supplier Self-Service Portal was already
integrated with common ERP platforms such as Oracle and SAP. SAP is the Accounts
Payable ERP environment of Siemens.
“Direct Insite’s eInvoice and AP Automation service is important for supplier invoice
processing and self-service invoice/payment status lookup. With over 2 million
invoices per year, we needed a solution provider who would work closely with our
suppliers to adopt electronic invoicing and reduce paper invoice handling,” said David
Hester, Vice President of Accounting and Finance for Siemens Shared Services, LLC.

Benefits:
Following a rapid 90 day deployment by Direct Insite, Siemens suppliers aggressively
adopted the supplier portal. Within six months from going live Siemens achieved a
40% decrease in supplier inquiry rate. Why? Suppliers gained self-service visibility
into their invoice and payment remittance information 7x24x365 days per year.
Suppliers are also able to download their invoice/payment data and submit electronic
inquiries online. Direct Insite automatically transmits and updates online self-service
inquiries to Siemens’ centralized CRM, Remedy™.
Following the Phase 1 rollout, Siemens set a Phase 2 goal of achieving 80%
paperless invoicing through Direct Insite’s electronic invoicing service. Direct Insite’s
supplier on-boarding and enablement services promoted awareness and training to
Siemens 60,000 suppliers with the goal of converting manual paper invoices to one of
many forms of electronic invoice submission.


21

Automation Suppliers invoicing Siemens’ 50+ operating companies can submit electronic
Solutions for invoices through 1) web form entry, 2) copying a purchase order into an electronic
SAP invoice or 3) uploading invoice data from a spreadsheet. Suppliers can also submit
electronic invoices directly from their billing system through EDI and XML industry
Case Study standard formats. Direct Insite further provides ‘rules-driven’ invoice validation
ensuring invoices are 100% compliant with purchase orders prior to posting to the
ERP.

Best Practice Supplier Adoption Strategies:
Siemens and Direct Insite implemented a multi-pronged ‘best practice’ supplier
e-invoice adoption strategy which included:

• Multiple webinar sessions to Suppliers as well as Siemens Procurement
and Accounts Payable staff
• Targeted ‘e-invoice’ submission messaging within Purchase Orders
• Electronic invoice submission within procurement contracts
• Phone, Fax and Email-based awareness campaigns to targeted suppliers
Currently, Siemens processes more than 75% of invoices electronically and nearly
65% of all invoices process in a ‘touch-less’ manner -- requiring no AP Department
intervention.


22

Automation
Solutions for Dolphin Overview
SAP
Founded in 1995, Dolphin makes crucial business operations run better and smarter
for organizations using SAP solutions. Dolphin’s approach produces the right
Solution Profile solution faster for each customer through its unmatched experience in SAP. Dolphin
solutions improve business and IT performance, lower total cost of ownership,
and deliver a high return on investment. This focus allows customers who use the
Dolphin Process Tracking System (PTS) to process over ten million transactions
annually in accounts payable, accounts receivable and sales order management.

Website www.dolphin-corp.com

Founded 1995
Table 3 Headquarters Morgan Hill, CA
DOLPHIN
SOLUTION Other Locations West Chester, PA
PROFILE
Number of Employees >50

Number of Customers >350
Number of End Users >50,000

GE, Honeywell, Rockwell Collins, Owens Corning, Johnson
Key Clients Controls, Dow Corning, Tesoro, Tim Hortons, Medtronic, Irvine
Company, Biotest Pharmaceuticals
Medical, Oil & Gas, Food Service, Consumer Products,
Target Verticals
Industrial, Process Industry, Technology, Automotive

SAP, Brainware, Kofax, Esker, Transcepta, OB10, IBM, PBS
Partners/Resellers
Software, Taulia, Paymetric

Transactions Processed >10 Million

Top 100 Businesses in the Philadelphia Region; Numerous
Awards/Recognitions patents pending, including the Dolphin Content Archive Service
for Cloud 2.0 “Zero Footprint” (SAP Certified)

Dolphin Process Tracking System for Accounts Payable (PTS-
Solution Name
AP) certified by SAP

Year Introduced 2003

Frequency of Upgrades 12-18 months; quarterly support release

The Dolphin Process Tracking System for Accounts Payable (PTS-AP) certified
by SAP is primarily a licensed and installed solution, though some aspects can
be hosted based on customer needs. The system resides fully within SAP and
leverages SAP’s Business Workflow Engine and ArchiveLink repository. This tight
integration means Dolphin’s solution has the look and feel of SAP as well – an
important advantage for those already comfortable with the SAP GUI. Leveraging
SAP’s security functionality, the system can be configured to limit access based on
sensitive data, organizational boundaries or functional responsibilities.

23

Overall, the Dolphin Process Tracking System for SAP Accounts Payable (PTS-AP)
Automation
Solutions for provides users visibility and control within SAP. Additional features are added with
SAP every quarterly release, with forthcoming versions to include advanced reporting and
analytical capabilities as well as an enhanced mobile experience.

Solution Profile
Pricing and Implementation
Average implementation is six to eight weeks and is defined by the project
complexity, non-standard requirements, unique preparation needs and the customer
implementation team. Pricing is on an a la carte menu, including licensing by
number of AP users, approvers and other elements related to transaction based
pricing. Because of Dolphin’s vast SAP experience, they are able to integrate users,
vendors and aspects of the AP ecosystem into SAP to deliver significant value
for their customers. Customers typically receive a full payback on the investment
within the first year of use. Users are provided with a full thirty days of project team
dedication after installation, and then they have the option of 24/7 or 12/5 support
models.

Dolphin’s Process Tracking System for Accounts Payable (PTS-AP) handles every
variety of invoice format, from paper to email, fax, PDF, HTML and beyond. Paper
invoices can be scanned and archived or OCR can be used to capture the data
upon the document’s processing at the capture facility. Manual scanning/imaging
capabilities exist as a low-cost option for customers with low invoice volumes, while
best of breed partner capture solutions are seamlessly integrated to handle all types
of invoices with OCR and/or eInvoicing. The Dolphin Invoice Gateway performs data
validations and matches line item data to provide maximum solution design flexibility.
Customer specific business rules are configured to determine subsequent exception-
handling processes.

Document and Data Capture Functionality
Paper documents are scanned with a high definition scanner and the images
stored as PDF or TIFF files. Email and faxed documents can also be converted into
digital images. These images can then be read by the OCR engine to determine
the document type as well as to intelligently recognize and interpret the data. The
solution is adaptable to permit scanning at either a central location or in a distributed
model. Header and line item data is captured to facilitate a complete OCR process.
Because the solution is agnostic to capture method, Dolphin’s best of breed
approach permits the customer’s requirements to dictate the appropriate capture
solution, be it a sophisticated and highly intelligent capture engine for high invoice
volume clients, an entirely electronic solution for customers looking to eliminate
paper entirely, or a hybrid of both.

Since Dolphin’s solution resides within SAP, it interacts immediately with the master
and transactional data already in the system. It can auto-fill the indexing screen,
saving considerable time and reducing potential keying errors. The solution delivers
over 50 different validation tasks and three-way match capabilities to maximize
auto-post results with a high degree of accuracy. If auto-posting fails, the transaction
is routed via business rules to the appropriate AP team member. All electronic and
paper invoices have associated images; even EDI invoices can have a rendered
image of the data created to facilitate ease of use for exception handling.


24

Automation Vendor Portal Functionality
Solutions for The Dolphin vendor portal, powered by Taulia, is easily configured to meet customer
SAP requirements. Invoice details are securely exposed to facilitate supplier self-service,
including document images, invoice details and current status, and procurement and
Solution Profile remittance information. The portal permits the submission of disputes and queries,
master data change requests and electronic invoices, all tied back to workflow
within SAP. Vendors may submit invoices by means of a PO flip, and Word or Excel
documents can be uploaded and aligned to a standard invoice layout. The same
validation tools reside in the vendor portal as well as in the data capture functionality
so that non-compliant invoices can be immediately kicked back to the vendor with
exception reasoning. The portal also allows for two-way communication between AP
teams and vendors. Supplier self-service can eliminate non-value added tasks that
account for 15 – 20% of the typical AP clerk’s day.

Because Dolphin’s Process Tracking System (PTS-AP) is certified by SAP, it
integrates seamlessly with SAP’s ArchiveLink compliant repositories. Upon creation
of the initial tracking record, the document image is immediately archived. Dolphin’s
InfoCenter enables primary and secondary searches of the database regardless
where an invoice is within the workflow. The Dolphin InfoCenter offers one-stop
shopping for all details pertaining to the invoice process from within SAP. This
information is also available via Dolphin’s integrated SAP-certified web-access tool
from the SAP NetWeaver platform. Seamless presentation of the invoice in the
process is critical to efficient and controlled processing.

Workflow Management
Transactions are routed automatically via workflow to the appropriate AP team
member as well as any approvers required to take action on un-posted documents.
AP users can quickly access invoices requiring their attention through the
InfoCenter, with the ability to prioritize the ”My Actions” list for timely resolution of the
most important invoices. Transactions can be executed via the Dolphin processing
screen, or the user can quickly navigate to the relevant SAP transaction with all
entered data moving seamlessly to the FB60 or MIRO transaction.
For posted and blocked transactions, intelligent routing to Buyers or Goods
Receivers who can resolve exception issues can be designed. Ad hoc approvers,
designated coders and master data teams are all part of the Dolphin Process
Tracking System’s workflow capabilities. Access and administrator rights can be
built according to business rules as required by the customer. Existing hierarchies,
whether within SAP’s HR module or external legacy systems, can be easily
configured for automated table population in PTS-AP.
Approval chains are built based on business rules. The solution either uses
established business logic to automatically route an invoice through the workflow
(and optionally by-pass AP) or AP can select an approver. Approval chains will
then be built until the invoice has satisfied all approval and authorization levels. No
posting can take place without the requisite approvals. Reminders and escalations
are part of the solution, and operate at two levels – regular (days before reminders
and escalation) and express (hours before reminders and escalation).


25

Automation Reporting and Analysis
Solutions for
SAP Dolphin’s PTS-AP provides robust and easy to use reporting and analysis tool sets.
Advanced features allow AP users to track the current status of documents as well
as measure the performance of the process by analyzing transactions. The Dolphin
Solution Profile
InfoCenter is key, as its dashboard has viewing and manipulation capabilities so
users can specify their own report layouts with over 40 data fields available. Reports
are pre-determined or can be created ad-hoc. Standard SAP reporting functionality
exists for these reports. Suppliers are given rights to access their invoices through
the vendor portal and to perform reporting functions as well. Comprehensive audit
trails support the ability for full evaluations of authorizations, approvals, amounts
and many other audit requests both internally and externally. An optional Audit Self
Service tool is available to deliver complete document recovery for audit teams.
Insight into accruals is possible with the “Accruals in Minutes” reporting function.


26

Dolphin Case Study
Automation
Solutions for
SAP

Case Study IMS Health

The leading provider of information services for the healthcare industry follows its
roadmap to process excellence and automation in Accounts Payable.

Challenge:
Covering markets in over 100 countries around the world, IMS Health relies on
robust processes and innovative technology to support its Healthcare Measurement,
Consulting, and Analytics & Services business divisions. The team is constantly
striving to improve the delivery of exceptional service as it tracks more than 80% of
global pharmaceutical activity annually for the pharmaceutical and related industries.

The team needed an Accounts Payable solution that would better support the
strategic imperative of exceptional customer service at IMS. Processing time-
sensitive invoices from the global supplier base was an increasingly daunting task.
Foreign language transactions posed a challenge for the centralization/outsource
initiative. They needed a partner who could deliver a solution that fit into their
new SAP Supplier Relationship Management module without missing a beat. The
roadmap for automating the capture of invoice data required accuracy, reliability and
interpretation intelligence to reduce paper’s grip and offer insight into the process.

Solution:
Optimizing the business process was critical to the success of the solution.
Leveraging the Dolphin Invoice Gateway, IMS utilizes Intelligent Document Capture
on digitized images and performs over 50 different data validations and line item
matching algorithms prior to posting the transaction ‘hands-free’. The intelligent
workflow solution routes transactions for exception handling, coding and approvals
based on the organization’s optimized business rules.

The Dolphin InfoCenter delivers transparency to invoices throughout their life cycle
and addresses the needs of far-flung shared service centers and the centralized
corporate management team. Cycle time reporting highlights areas for improvement
across the business process.

Results:
Language issues and remote processing concerns evaporated when the solution
was installed. With a recognition rate of over 90%, the Dolphin solution delivers
significant Straight-Through-Processing success rates that previously required
manual processing. IMS has experienced tangible cost savings, greater control over
their cash flow, while mitigating the risk inherent in this important process.


27

Automation
Solutions for
ReadSoft Overview
SAP
Founded in 1991, ReadSoft is a global corporation on a mission to free businesses
Solution Profile everywhere from manual document handling by means of Document Automation.
The company has 10,000 customers with over 2 billion invoices processed annually
by its 7,700 AP customers. ReadSoft features two solutions: DOCUMENTS, their
OCR and data capture platform, and PROCESS DIRECTOR, their SAP integration
and workflow product. A solution oriented organization, ReadSoft’s sales force and
consulting services are structured to address the unique market demands of each
country in which it operates while providing a full level of support for customers and
partners.

Website www.readsoft.com

Founded 1991
Table 4 Helsingborg, Sweden - International,
Headquarters
READSOFT New Orleans - North America
SOLUTION
PROFILE Amsterdam, Bern, Copenhagen, Frankfurt, Helsingborg, Helsinki,
Kuala Lumpur, London, Madrid, Oslo, Paris, Santiago, Sao
Other Locations
Paolo, Stockholm, Sydney, Wroclaw - Intl.New Orleans, Chicago,
Raleigh - North America

Number of Employees 525 Worldwide

1,000 SAP AP customers, 7,700 total AP customers, 10,000
Number of Customers
overall customers

Number of End Users 1,000,000+

Key Clients Lockheed Martin, Sony, Time Warner Cable

Target Verticals All

SAP, Oracle, Microsoft, Fujitsu, KnowledgeLake, Hyland
Software, Lawson, Basware, GimmelSoft (ERP-Link), IFS,
Partners/Resellers
Altec, IMB, Accenture, Deloitte, NMS Imaging, Acuite Consulting
Solutions, DataBank IMX, DISC, DocuSource, Optiform

Transactions Processed 2 billion invoices

ERP Executive’s Best of SAP SAPPHIRE® NOW award for
Awards/Recognitions Best Green Initiative, ECM Connection’s ACE Award Winner in
compliance

Solution Name DOCUMENTS and PROCESS DIRECTOR

Year Introduced 2004
Frequency of Upgrades Once a year for major upgrades

ReadSoft’s solutions are sold both as a license and as a hosted service depending
on modules required. What is unique is that the solution is an SAP add-on – it has its
own namespace inside of SAP for seamless integration.


28

Automation Solutions for SAP Solutions for Touch-less Accounts Payable

Automation Solutions for SAP Solutions for Touch-less Accounts Payable

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