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Invoice document for Management

foreign for joining so the purpose of this webinar today is just to give you an overview of what's known as the Vim Foundation Solutions or or Beyond invoices okay so I'm Rob howith and I'm the open tax delivery director at proceed so I've been working with open text and sap and Vim for quite a number of years now in the whole archiving document Management Open text uh kind of a kind of space okay like I say so I've only got a few a few slides I'm trying to keep it brief and then I'm gonna do a demonstration on on one of the invoice Beyond invoice Solutions because I think that's probably more interesting and probably better what you want to see rather than just a load of PowerPoint slides okay as I say I've got a few slides to introduce the Vim Solutions then we'll do a demonstration of the order confirmation we'll have a quick summary and then I'll open the floor to questions at the end what are we talking about when we say the Beyond invoices okay so I don't know how many of you are familiar with them that the Vim is the vendor in voice management uh sap add-on from open text okay now it used to be that Vim was just all about invoices okay and you bought your license depending on how many invoices you wished to process a year let's say 100 000 invoices a year okay but that's changed recently and now your invoice license count is effectively a document license count so you're no longer restricted just to a pure invoice within Vim which is now we have these Beyond invoice Solutions which cover the other kind of related documents in P2P and o2c so order confirmations delivery notes quotations we've got sales orders and remittance advice okay so now all of these kind of incoming document Solutions are now bundled together with your invoice in effect what was or is your invoice license okay which means we use the same technology the same deployment we still use uh what's previous called Business Center business center inbound that's now called the Vim foundation in bad so it's kind of it's it's the same it's just you know the latest the latest versions I've been kind of rebranded slightly to make to kind of give them the impression that it's more than just invoices when you buy a Vim license so each solution is effectively an out of the box best practice uh workflow much the same way Vim is for processing each document scenario so we do data mapping from the OCR into into the into the workflow through using Business Center inbound or the foundation inbound and we have the same concept of like business rules you know workflow we can refer invoices so it's very much similar in in concept to invoice processing in Vim which is they now call the Vim invoice solution if this makes sense okay so the purpose of the the webinar is I say to introduce you to the new Beyond invoices Solutions and highlight the benefit of maximizing your Vim deployment with these Solutions and how actually by implementing the Beyond invoices you can actually improve your traditional invoice management processing so let me talk about Beyond invoices it all comes down as so often is the case with sap projects about business process Improvement okay so we can't just or we shouldn't just Implement a technology without looking at what the underlying business process is okay because everything has a follow-on especially in within the invoice if you like is at the end of the process okay so if you haven't optimized everything that goes before it then you won't get a good throughput uh of invoices in Vim you know what we talk about throughput is how many invoices you can post today okay so you know we have the magical no touch invoice processing and no touch three-way match which is fine but what we're actually looking for is is a high level overall throughput okay and the no touch processing would be would be part of that okay no so there's the things we can do with the business process so many companies would have like a no purchase order no pay policy which is fine that's good but don't go and ruin it by doing retrospective po creation which I've seen that happen on some on on a customer they say oh yes we've got a you've got a really high PR match rate uh with our invoices we don't need something like them and when we drill down into it a bit further then it turns out that they actually get the invoice they look at what's on the invoice then they create the purchase order to match the invoice and then they post the invoice against the purchase order and say everything's absolutely fabulous we've got no uh we've got no issue okay so but then if we're going to create purchase order let's make sure that we create it accurately okay so we're actually ordering what we want at the right price so you know know and understand you know the materials you want to buy what's the unit price what's the charge is uh if there's delivery costs so you can include like a delivery line or a shipping confirmation on the order you know so again this is okay we'll create purchase order but unless it's actually got the correct information then it's just going to create problems when when the invoice arrives and it doesn't match the PO just because someone's been told they have to create a PO okay and they might just say okay I need to create the purchase order to act me for 100 pounds for Fire Equipment yeah tick the Box no PO no pay I've created my purchase order but then of course they phone up the supplier and say okay I've created you a purchase order I want you know five fire blankets uh three fire extinguishers and a medical kit right and that's what will come in on the invoice but of course that's not going to March what was created on the page okay now correct in use of the gr IV flag they're good to see invoice verification flag you know when should and should this not be used you know when is it needed to actually prevent us from posting an invoice if we don't have a Goods receipt and if we are going to do Goods receiving then we need to make sure that it's timely and is accurate and people are receiving when they should be as soon as things come into the stores you know and it's actually make it in effect some part of someone's job description not just something they they have to do because you receive the invoice and accounts payable funny up and say oh please can you good receipts this you know so as always you should be looking to optimize your business processes in line with the solutions you're implementing and not Implement a solution as a way of correcting a bad business process in the first place a bad business process is always going to be a bad business process regardless of what technology and solutions you implement so why use the Vim Foundation uh at all so you can't get away from the fact that I mean whilst there's a big push on Ariba within sap especially since sap bought a Reba to go for these full B2B kind of uh applications not just a Reba there's there's of course there's others like Cooper and I value and stuff you know and and the electronic document transfer is fantastic of course because it means you get no data loss uh is traceable it's trackable and you know you can the rules within like your even Network or Cooper stuff do restrict on what you can invite so you don't get the flexibility of someone receiving an order then just creating an invoice which doesn't actually match much in order but obviously that's that's you know the aspiration for most companies but you can't get away from the fact that at the moment and probably for the foreseeable future much business bins this communication's done via email sending documents in PDF or actually still even these days on paper you know through uh through the mail the Vim Foundation along with other open text products such as the scanning the OCR the optical character recognition archive Center for storing uh documents securely and the archiving document access which is kind of like your archive Center and a license for for the sap side we're aiming to eliminate paper as early in the process as possible okay and if it comes on PDF so much the better they're un ultimately we're looking to have one copy of of the truth now what that truth what is that true that truth is one document accessed electronically by anyone anywhere on multiple devices multiple platforms up GUI Fury whatever but all at the same time okay so we never lose it we never lose it in internal mail we don't spill our coffee on it you know we can't forget about it because it gets to the bottom of someone's someone's in tray then it's always there you can always access it and we can always we can always view it so how does Vin optimize the invoice processing okay now the invoice processing has always been an obvious candidate for digitization of of documents and collaborative workflows okay which is why you have the solutions like vendor invoice management from open text read soft cofax uh who else easy I mean there's so many invoice processing uh tools out there for sap harkly business uh Standalone you name it there's an art an invoice processing solution available okay but if we're talking then in the sap world by Far and Away Vim is is kind of the market leader okay and and that's because it can it can take all our documents from a variety of sources you can do EDI the idocs the xmls paper uh manual upload I mean you name it direct email we can we can take it and ingest it through them through the foundation if it needs to be ocr'd the optical character recognition we can do that we'll check the data we validate the data make sure the master data is correct and make sure the uh gr has been done if it needs a good receipt if it needs approval if you can send it for approval and and all this happens before we before we actually post it an sap and payment and pay okay now these same principles about the workflows and the routing and the checking that the data is correct we can apply these to the Vim Beyond invoice Solutions in the exact same manner so as I mentioned before the Beyond invoices kind of covers the business documents that com and the process that complement the invoicing both on P2P and OTC Okay so we've already got the technology in place we've got Vin since several years now must be five or six years we've got the well what was Business Center inbound now called living Foundation inbound that's there unless you're on a really old version of them you should have been upgraded and you'd be using this now and you know you have the same benefits we go check duplicate excuse me check duplicates you can run the workflows we can uh refer documents we can move it around the business we can keep track we can report and ultimately we can automate a document creation at the end of it okay and you can just see here on this little graphic you know as the business processes go up the the kind of the highlighted documents these These are what we have out of the box uh and is available to you out of the box so again if you have vimp uh and these these so-called Beyond invoice Solutions so I don't know if you're all familiar with intelligent capture the the current generation of OCR products from open text excuse me so previously the optical character recognition systems not just don't protects everyone they had to you have to be taught okay which is generally either creating a template or some kind of offline copy or somehow actually separate from from the business process like a technical exercise to go and teach the OCR software what it it needs to extract from an invoice and where it is so okay this is the invoice number and this is where it is on supplier X invoice okay this is the invoice reference number and this is where it exists on supplier wise invoice and that sort of thing it's quite laborious you just have to do it you know practically speaking you can only do it for your you know your most common suppliers so intelligent capture is different instead of you teaching it it actually learns itself okay from what you as an end user are doing as part of the business process of of actually using Vin okay especially when we use it with what the validation clients now the validation client if you're not familiar is a piece of software that we can run and I'll show you in a moment if you've never seen it that we can run after the OCR extraction is completed we can say whether we want someone to actually manually if you like check or validate I guess that that information has been extracted correctly okay and and we can we can do it and we can say okay let's let's always validate everything or we'll never validate we'll let the system have its best shot and and I'll just let it flow into them or you can set a threshold and say okay I expect these five key Fields you know date reference number uh gross amount tax amount supplier and Company code let's say in the OCR fails to extract any of those from the invoice then we'll send it to validation and the user can can correct the data now when that uses correcting the data the the machine learning of of intelligent capture remembers that okay I didn't have a I don't know I was missing a the invoice date and this is where the user clicked on the image to actually populate the invoice date okay I'll remember that for next time okay so it remembers and it learns by what you do kind of interactively in validation clients okay and then depending on this is like well it was What's called the document knowledge base where it's like a library of hundreds of different document formats the invoices the sales orders order confirmations remittance uh deliveries you know their own protection of kind of uh compiled from countries all around the world from various projects or whatever to actually give us like a like a repository of common formats let's say from the different document types so what this means is actually from day one out of the box probably 75 of the key header fields the the intelligent capture could probably could probably locate correctly okay then there's only that last 25 you need to need to learn as you correct correct in the validation all right now an important thing about or an important component when you talk about the Vim Foundation so uh and the invoice Solutions is what we call document classification okay now what this means is we can almost create like a digital mail room okay to receive all our uh incoming all our incoming documents okay because I don't know if you've already got them but you know you might set up a dedicated invoice mailbox you know email and tell you all your supplies to send their invoices to this email address and only send invoices but variably in that same email they'll send you not only the invoices I'll send you statements they might send you uh your admittance advice is they might find they send you if there's a late payment they might send you this they might send us you know there's all manner rubbish would get sent through this okay now what we can do here is actually it say well okay maybe maybe that isn't such a bad thing we can just have all our incoming documents coming into one or two uh one or two sort of email mailboxes and we'll let the OCR sort it out okay so we could actually scan a document through the optical character recognition identify what type of document that is and then knowing that it's going to be an invoice or a delivery or an order confirmation then you can actually like send it back around a loop to run the OCR again but this time knowing that it's an invoice our document knowledge base will actually say okay now I'm processing an invoice I'm expecting to find these fields relating to an invoice or if it's a delivery I'm expecting to Define these fields which are common on a delivery note okay so then you can optimizing the uh again the extraction of the optical character recognition depending on the type of document well the last thing that we do is kind of interpretation so we have the data which is fine we've extracted it but we also cross-reference the data with other data that we've got so for instance if we know it's an American invoice and there's a date on it we know it's going to be in the month day year format rather than the day month year formative of Europe similarly for uh for decimal places in the amounts you know whether you use the comma as a decimal separator or the or the full stop you know so again it's cross-references the data we've got with the data is extracted and then kind of makes adjustments necessary before sending across to uh to the to the solutions right and so from a practical point of view how would a Beyond invoice solution help help your business okay now if you take this P2P scenario I've purchase order confirmations okay then you have this order confirmation solution so we can extract the data using the OCR just like we do with the invoices we can check for completeness we can check the correctness you know we can have a similar rules and and checks and balances applied uh to this we can go and update the purchase order with the confirmed quantities the prices and the delivery dates that by sending the order confirmation that is in effect the supplier committing then to actually deliver uh you know what they've said you know which might be different to what you actually ordered there could be material numbers have changed it could be they don't have something in stock so they might send you a substitute uh you know and this is all in kind of important stuff important stuff to know you know and whether you accept it or not uh you know depending on on the business uh you know where they can use substitute Parts if you're in kind of manufacturing I mean this is important stuff uh important stuff to know but the upshot is if you accept this order confirmation and we update the purchase order ingly to actually what the customers the suppliers is uh committed to deliver that means when you receive that invoice or do the goods receipts then everything should should match up okay so when we come to receive the invoice we've actually issued hopefully things crossed sail through with the three-way March and uh and of course the Holy Grail of no touch invoice processing okay which we wouldn't necessarily have if you weren't doing the ordering confirmations and getting that commitment from the supplier and what they're going to deliver and importantly when okay so for instance you know within workflows around good receding if we know quite often the invoices might be sent out electronically as soon as the goods uh leave the supplier now that invoice will arrive almost immediately but the goods might take another week whilst they're on the back of a truck you know and if we know that delivery day is not for another week we can we can check that and say okay well I don't need to flag the fact there's a good receipt missing for this invoice because they're not due to arrive for another week therefore let's just move it off to the side you don't need anyone in accounts payable to look at it we'll check the delivery date in the week we'll maybe give them two or three days extra just in case it has a delay and if we still haven't received good receipts then we'll flag it to accounts payable and we can actually start the workflow and find out what's going on okay so hopefully that all all makes sense okay okay I'm back okay so I'm just going to run through quickly the uh document uh the order confirmation scenario okay so this is transactional AWD standard sap uploading and then uh documents into into the archive Okay so I I don't know what type of document it is so but I'm just going to upload it so I can click this and I can select it from the file system uh where is it on my desktop it's this one okay so I uploaded the access the file yes okay and then here down the bottom it's created right so this now if I go to this is what's called the VIN Foundation workplace and here all our what's called a work center if I look at the inbound admin so previously this would have been known as Business Center uh inbound okay so we can see here this is my order confirmation which has come in okay so just the same as an event you get to see the history so it's it's registered now there is a batch job which which processes this but for the sake of expediency I can actually trigger trigger these manually but this would normally just be a background process so rather than wait I can come and click this here execute so you can see now so it's changed here from processing to waiting and it's waiting because it's actually been here you see the status sent to extraction okay so this is its first pass through through the OCR [Music] it doesn't take long and refresh okay so the extraction is completed though I've set it there we always use the validation client okay so the next step after extraction is to check the data with with validation so you can see here that here's my state is ready for validation now this here is the open text validation client okay so I have several OCR applications and you can see here that within my classification profile I've got one document pending okay so if I open this so I've created a very simple kind of validation application I mean we kind of got the supplier in the company okay but what I'm really interested in is what type of document is it okay so I can see here that it's an order confirmation so I had to select it from the drop down and say okay well this is an order confirmation Okay so reprocess it through the OCR knowing there is an order confirmation okay so I click submit and then if you go back and look in our history of inbound Administration um so here's my validation is completed you can see here look so you see here our classification is is the default okay if I execute it manually then you see so it's waiting so it's gone back to the OCR and you can see now a classification so it's now processing it as an order confirmation okay so it's changed what it thinks it is it now knows it's an order confirmation it's going to process it uh before you can see here in the state it's a classification process and it's gone back to extraction you see so we had it here twice this is the first time it went round and now it's gone through again okay a little bit longer this time right okay so the extraction is completed now again I've set it to always validate so we can kind of see see what's going on better now it could be that that first step is done by someone in like the mail room so all they do is literally sort out documents coming in click this is not a confirmation it's an invoice or confirmation order confirmation invoice invoice invoice you know and then we can have a separate team of users who then do the validation you know of the actual documents and and the check or we can just set it to go right through and say okay well we'll let the system have his best shot and and we'll see what we get okay so if I now go back to validation and if I change you can see now in my order confirmation I have one document pending so if I open this okay so it's it's done good so it's got most of the main things I want so we've got a my purchase order number the document date the the delivery dates my delivery days are going to be 30th of October 2022. so I'm actually I'm happy it's got everything I need uh I don't need to add any payment terms but so for instance I might add the net amount for those of you not familiar with validation clients the way it works and the way the OCR would learn is if you simply to put your cursor into any field any field you want and then move your cursor over the image then you can see here so the nuts amount if I just highlight that you can see that it highlights 305 and I simply just click it and it transfers the data across okay and and then that's how that's how it learns so it remembers okay I wanted that amount and that's that's that's where I clicked on the on the document okay and it's the same for all of these things but actually it got everything quite well so when I'm happy with that I just submit it's got everything I need and then it's gone so we don't need that anymore if we check our history in the inbound Administration so validation is completed so rather than wait for the batch job I'll just process it manually and now it's gone it's been processed okay so as someone in the current Department I'm going to go to my order confirmation application and in my team is my order confirmation document okay this is one who just passed through the OCR right now it's very similar to Bim once we execute it screen looks slightly different but fundamentally it's kind of the same we have What What In Vim terms would be called process options okay so we can refer which actually moves the workflow from one person to another we can inquire it's just actually just sending an inquiry but we don't actually change the workflow ownership we can add add comments say a lot of confirmation received if we need to uh right this is a useful little feature you can actually just send an email so if you've got a query about this okay we can actually send them out directly back to the supplier they said okay yes we've looked at your confirmation that's Grand but you know we've got a question on it because it's not quite what we ordered for instance it might be that what you've ordered is out stock and the supplier put on a substitute part okay now if you don't necessarily want to accept that without speaking to them first and see if there's any implications okay so from here you can just send an email out and actually ask them ask them the question okay and obviously we can uh see our invoice image here right and just like Vim we can do this simulate rules thing okay so if you click simulate rules here then then this actually tells us you know you have this traffic light uh traffic light issue and tells us it tells us you know kind of what's wrong okay so the first one we can see we're missing some monetary information if we click this okay it says missing order unit right okay and then I got here a number of items differs from the PO okay and one line ready ready for confirmation okay so so what does that actually look like so we can look at our line items then you can see what's being proposed Okay so so here's our material actually okay but you know it's got the same thing twice is actually is that correct so you know let's go and look at our per disorder so I can actually see that okay I've got two lines but actually we've got two materials we've got material two and material one okay and one of the other uh things that was flagging up was uh you haven't got confirmation of uh item two okay so there's no confirmation control okay so we can make some changes here and say okay yes we do actually want item two to be confirmed as well right so we can go back and actually say okay so actually so this was uh incorrect that should be actually awso or one right then you can save it right and this what else are we are okay you can simulate okay so we're still missing mandatory information our quantity is different okay and then that price is different okay so why have you got that well if you look here then you can see that what they've sent us is an invoice for one box containing 25 small parts in one box containing 10 small parts and if we look on the PO well we have actually ordered 25 small parts and and 10 fast moving small parts but we've we've ordered them as each and they obviously they obviously send them as a box okay so the whole point I mean we can just post the confirmation as it is but really you actually want to update the PO so when he actually do you get the invoice and the goods receipt and everything is then actually matching to what you know the supplier is actually gonna invoices form okay so let's just change this uh sorry to one and one and there's not pieces they sent it's going to be a box Well the box I mean that's a carton okay so let's set it to a carton as well rather than a piece carton is the same as a box okay ah so we need to say so I update our net price as well which I forgot to do uh so it should be 250 when I was 55. the carton another one okay right so it still says I've been missing some some information here so an order unit what we can do is we have this button called enriched data okay so it's just this is a bit like the line item matching in in Vim okay but we can do this real time so you can actually say okay let's enriched that data and see if we can actually complete the missing data that we've that we've got okay so there's nothing there and of course no data enrichment no okay so what's it I really need to save some missing order unit foreign okay good so that's that was it okay so now we've got a green but now I still got this one the lookout number of items differs from po uh one item number of confirmation I thought we'd love uh okay so that should delete that line and that's fine let me create it that's another one foreign okay let's save that and see if we can enrich the data here see what's missing Okay purchase order page so I can so now it's just it's actually said okay okay I recognize it now this is item 20 on the PO so I'll accept that like be like the invoice matching so and simulate oh okay all right delivery date and the currency line item two okay it seems to be going a bit slow unfortunately but I think you get the idea so it's very much like Vim in this respect you know you have your traffic lights on and you simulate rules uh you go through you know you can if you if you can resolve an issue you can if you need to uh refer to someone else you can you can refer it so our delivery date is a is the 30th of October so and then ultimately at the end of it when everything uh when everything is done we can we can submit it okay it'll create uh create the document okay once all these green we can just submit okay now in the best style of uh of children's TV here's one I did earlier I'm gonna look at a previous purchase order this is actually a brand new subsystem we've got here which is why we're still on uh second purchase order if I go and look uh change my order to number one then you can see here so this is the the confirmation that was posted okay so everything matches you know we created it last week you know I've now got the correct delivery date so when this invoice comes in and the goods receipts we're actually expecting everything to match 100 perfectly because we actually are being invoiced what the supplier is committed to on his order confirmation okay so let me just conscious of time unfortunately I think I'm running over as usual I like the sound of my own voice so I mean so we looked at the Beyond invoices these are the pre-configured solutions that are available but I mean Vim Foundation is highly flexible and we can create your own tailored solutions for almost any incoming document uh in sap anything that might come into the business is a piece of paper we can create a solution for it in the Vim Foundation very similar we can refer it around and track the workflows do our do our checks so it's quite technical in nature it's not filmed quite mature as a product and we can do a lot of uh a lot of configuration as pure configuration the Vim Foundation created your own solution is actually quite technical I mean part of the flexibility comes from the fact that you can create your own functionality but that does mean that you need kind of experienced lab up I love about skills rather than just pure you know configuration okay you can see here we can no need anything that's coming in so Rex you know approval of Master data so you know in the Vim scenario if if an invoice has come in and they're asking to be paid to a different bank account then it might be that you know you need to request them to say you got to submit an official change of Master data form you know to make sure that the invoice isn't fraudulent and someone hasn't submitted an invoice that looks very like the suppliers but with their own fraudulent Bank details on okay so we can then scan that through the OCR have a little workflow send after the vendor maintenance team they can update the master date and then our feedback through to them and then then you can post and pay the invoice and make sure that you know that it's going to the correct great bank account okay so in summary then gives me the key benefits just like the invoice solution it's fully integrated into sap ECC that's for Hana generally if you've got Vim everything's already deployed so it's just it's easy you know to to deploy there's no real new technology we don't need new servers or anything like that or the hardware the infrastructure is already there excuse me just like them we can do automation the more the the data is correct the more you can automate uh you know order confirmation scenario if we start if you know once we understand how our suppliers are going to be invoicing this we can create our Birch orders ingly to instead of creating 25 pieces we know next time we'll create the order as one box you know everything else is the same so reduce your total cost of ownership is actually leveraging more from your investment uh in Vim especially if you've got unused license capacity if you bought let's say a hundred thousand invoice license but actually turns out you're only receiving 80 000 invoices per year you've actually got twenty thousand spare documents let's say that you could use for anything else within Vim Foundation either one of the pre-configured solutions or create your own solution and that'd be covered under the license and then of course it's all the integration the fury sap and uh everything you like it's all it's all there okay so that's the end of my little uh my little tie so is there any questions no Okay so yeah as Michelle says we'll we'll share the uh share the deck afterwards and and if you don't uh think about it you've got any questions I want a bit more information then and just please let us know but hopefully that there's been some interest and kind of you know if you do have Vim giving you some ideas of of how you can better leverage our your investment or if you don't use them you know it's been giving some ideas that you know there is more than just processing invoices okay and thank you very much great thank you thank you