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Electronic invoice for Customer Support

hi my name is Keith W I'm a Solutions architect at qualot Tech today I'm going to show you a quick demo of our electronic invoice solution from a partner boarding team user point of view and then I would like also to share with you some of the experiences We Gather through our implementation with our customers and which I think will be helpful for you to improve your electronic invoicing process to start with a couple of facts I found interesting and we we realized about 80% of customers are using 5% of the formats of formats of Excel or PDF for this particular customer implementation the most used formats are shared by amount 3,000 some customers that the least amount used formats among the top 5% still shared by about 200 customers so as you can see there's a fair amount of standard formats that can be leveraged or reused however we also realized that one in 20 customers liks a different format different means there's significant difference where a standard format just does not fit so this sort of a experience we gathered through our years of experience working with customer um is one of the the factors promote us to have a design have a solution that helps customer to improve their electronic invoice so before we go into details let me show you quickly on some of the commonly in common invoices that we have been working with this is one that's quite standard uh as you can see invoice as a logo has an invoice number um has the accounts Shi to and the quantity description Etc then you also realize this invoice numbers are different so this particular invoice contain multiple invoices and in the bottom of this invoice uh we have total Grant total so this is a uh quite standard uh that we can create using our solution another example I wanted to show you is a a Sol a invoice that's multiple tabs yes read only uh store with remit to section um again or the payable address invoice to address Etc and a summary contain Grant and total amounts and the detail tab it contain more details on the invoices and um order number and the quantity Etc so let's see traditionally to produce such invoice and one would most likely to code using Visual Basic or some Microsoft proprietary Tech technology so physically some developers need need to create a code and work with the Microsoft worksheet and the workbook work with columns with labels with data very detailed level and so we realize that then so we designed this template based approach what the thinking process is okay if we can hide all those details s that user has to know about Excel or VBA hios then being taken care only by the system or machine then it only leave users a configurable aspect that will definitely cut down amount of user interventions needed to produce invoice so let me see let me show you what I mean by a template I already have this template open actually this is a template that's match up with uh this particular invo invoice I'm showing okay all the invoice that's generated we're on the detail page detail Tab and so if I switch back to the template go to detail tab then you can see okay I have the similar layup and invoice heading and U you have invoice number invoice line PO number Etc that sort of a match up with my resulting invoice then this one also has a summary okay let me switch back to template go to summary tab yeah very look very similar and if I go back to my actual invoice there's remit to section and switch back to the template there's a remit to tab so layout wise is really what the user see on the template it really translate well to the result file with the the main difference is that if I go to my template go to details then you see in addition to the this sort of a labels or column now we have uh the labels or expression using curly bracket so that's the unique way for our solution to allow user to express you put in place holders so that at Round time this data actually will be filled in then the proper Loop proper condition will be filled in and so invoice can be generated so let me start showing you a couple of simple tasks but also common tasks on boarding user can do so let's say I'm looking at this um template I say I want to rechange the label I just don't want to use num it's because it's too white I'm going to use pound sign and same thing for PO number I want to use pound sign and also I have oh this is for deliver two name and this is for radius oh actually this is for older date so let's say I wanted to put the order date in front of the deliver to name so what I can do is I just did a Excel operation I just move SWA this two columns okay I did that so now deliver two names behind P dat then um my P num become a pound sign so I change the label and switch around a couple columns let me save it okay so so this need to be the saved updated template need to be uploaded to server to run okay so this is what really what user do uh nothing else no programming here so we just update the templates made that change then we sent up to the server so now you get the sense what we wanted to do is have the server to run a data and produce invoice that is using updated format so let's see let's do that so I need to go to the administration and I have a simple uh user interface allowed input okay I'm going to select input file this is a test file I've been using it's an XML actually so I'm to give a unique name just in case I don't want any duplicate okay this is uploaded by doing this I basically sent up a input file and what I expect is this file would run through our solution match up with a 10 template a new invoice should be generated and I I want to see the changes I made okay I need to go to that result directory it's a different folder refresh I see one as 123 this is the one it's new I okay take this down here to my local now open this up yes read on only that's fine so really I didn't make any changes to remit to or summary I just made changes to detail so yes so notice that the pound size here and I also made a pound sign into order number then I might deliver to name now should be behind order date so you can see just by cut paste and quickly modify in Excel what coding I can upload my templates rerun the data and here we go we have a new format it's just quick and simple and so now I want to spend a little bit time just to explain and show you how the data come through and it's very quick so as you can see this is detail invoice number and this is invoice number I just copy it this one no so the input file I used is actually an XML as I said this is what we were able to do is standardize the format for invoice so that way the invoice solution electronic invoice solution knows what to expect from input data point of view and so in this case if I search for this particular invoice number you can see it actually appear multiple places in XML oral invoice number number oral invoice number Etc so that's okay it's just been same information been repeated at a different places of this XML the key is our invoice solution our template know where this data is so then to to show that now what I want to do is I quickly make some changes I can just change this data from this invoice pretending I'm getting another invoice was the nnn in the end let me replace all okay it's been replaced let me save this save as uh maybe I can just say I have uh four ends in this file maybe save it as XML okay so once this saved I can load it uh need to refresh here upload input this is the new newly modified or updated input file maybe I just gave a different name for and okay so we uploaded the input file again so again I'm may expect another run of this and so if I check my result I should see a new Excel format Excel invoice let me bring it down to my local copy it yes read only so again go to details so what I want to see is because I changed the input file now the invo showed okay whatever the data was in the input that shows up dynamically okay so let me recap what I just showed you and also how that compare to the traditional approach I mean this is how we started for this particular project and this customer when they produced electronic invoice they had to do two steps one is data transformation where they have some developer need to write this code transform the backend file format to intermediate format then the other was presentment that's where a programmer V Visual Basic programmer need to write this code okay need to work with columns I and J's and M and P Etc and the presentent a Excel workbook and contain sheets and the different column cells it's very low level effort by two different developers then this is what I have shown you in a template based for most cases it is truly what you see is what you get and the user can simply manipulate the look and the layout of spreadsheet basically it's all Excel operation you just change the label and then switch around then it is truly easy and certainly make it a lot faster so further more on the process again the context is the particular project we worked with this customer now when we initially look at their um old process then we counted as much as 10 steps are needed among three different roles that is partner on boarding developer one developer two as you can see the whole process starting from the initial interaction with the customer on their requirement through the validation of a sample to a final implementation of a particular invoice it takes so many steps and certainly no doubt this will will take days to get to the end point even for a relatively standard requirement and versus qu ultr tax EI solution with this solution and we can have partner on boarding Team without involvement of developers to work with the customers requirement on a relatively standard format or requirement that could take as little as two steps then the implementation cycle is just much much shorter so let me take you through our UI for user point of view and uh show you some of the uh basic functionality to begin with we have to have a customer setup um so this solution right now what I'm showing is we're setting up the build tools um this is to say we have a customer configuration where multiple build is supported each build is given a unique identifier and so this um here you also need to specify what format this particular build tool would receive in this case it's a PDF and with that PDF what template I mean here is important information you need to select then this is a um as you notice we have a lot of templates here um so we just uh we know this customer we have this is pwbc is which is rather a standard template we can use for this customer then among the informations um we need to specify the email recipient email address so this is email address will be receiving this particular invoice uh as you can see we can customize this to support multiple formats as needed but in general we realize there's really not a whole lot of formats as I said um it probably a better idea just keep this for Excel and a PDF and again you can do Excel and then a match up with a different template so that will generate a different look and a diff contain different information then you can put the invoice so additional email address will be receiving uh invoice for this particular uh customer and of course I wanted to show you some ideas and then for this particular project uh we have configured additional customizable features like we can allow to sort different items um different Columns of this template and you have a sort to and you can do a subtotal for a particular column and and this allows the user to to have ability to split out have an invoices per invoice email per invoice basically one file per invoice instead of one file with multiple invoices by just selecting this and you can have a pre uh processed service just in case there's very specific requirement and is needed for a particular customer but still be able to leverage a standard template or standard format so all of the setups are customizable and so just and for different customers different projects and the information generally they are very standard but always their custom or very specific information maybe needed by a particular project then our solution can easily accommodate those so the other area I wanted to show you is a okay let's see it invo Solutions put in process it's it's run it's taking it's processing invoice files and you know data invoice monity Etc so a user can come here to see I I can search based on TP code or based on this particular build to identification so that is a if I do a search I can see okay I have uh today I have this many files ran through the system then uh there for this this particular ID which associated with the customer then is using this template the emails been sent to um this particular email address this are off PDF uh because I this is what I've been using and if you select any one of this view history then you can see as many system logs or audit logs you have as far as okay this been the files been downloaded or received from the backend system it it's gone through the formatting it it's it's been emailed or actually the email is successful Etc um as you can see their reprocess file and the re reprocess and resent uh functionality is available right here it's pretty straightforward so in case for um let's see if any of this failed then you you should be able to see from the audit history some failures and it will tell you the details about what happened and typically the user can just do a resent or reprocess uh as needed so those are the two um functionalities that user need to perform one is the configuration through Administration the other one is to research and show the transaction analysis through invoices file you you can search based on based on ID based on template name based on time frame and also you can search based on errors so which means uh the user can come in and see what really what have failed then you can quickly get to the reprocess aspect so that is a as much time time I have for demo today and i' like to leave with you some of the facts and for this particular EI project using our EI solution and framework and the customer was able to achieve 80% reduction of on boarding in average an onboarding which normally takes took five days now takes a few hours or just one day so this particular project we have helped the customer to migrate th 10,000 plus customers and 20,000 plus build TOs and uh there 500 different formats of Excel and a PDF and so this solution currently is processing 50,000 or so invoice batch file per month this are just number of files within a file you can have multiple invoices so the solution is robust very reliable then we realize what the initial promise of with the solution the onboarding time will be significantly uh reduced thank you very much for your time please let us know for any questions