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Invoice handling for Procurement

[Music] hi my name is sonia blaudes i am a solutions consultant for sap concur and before joining the conqueror family i worked in accounts payable for nearly 10 years i started as an ap clerk and worked my way through the hierarchy to become a pgp manager and part of my role was to implement new erps and also new p2p processes such as the implementation of an opio no pay alongside new softwares to support those new processes the biggest challenge lies within change management ultimately the technology caters for most of the requirements what takes time is user adoption you have to explain to a potentially large user base that they have to change the way they are ordering and interacting with their suppliers and some of them have used these processes for years sometimes decades from their point of view their current process works so why change it you know the good old saying if it's not broken don't fix it it's very important to consult these users during the design phase and tailor the training to their respective areas for instance the type of spend and the challenges faced in the facilities department will be very different to those encountered in marketing adapting the message slightly to each department will show them that you care and that you have thought about how this will work for them the first benefit for both finance and procurement is visibility with a po system as a budget holder you have visibility of spend before it occurs and before it's approved as the requisition or purchase order has to go for approval as soon as a po is created finance will also have visibility and processes such as accruals which are usually time intensive for all parties involved are getting automated in turn having visibility of spend before it incurs will give your organization a greater control as you can reject a po if you consider that the spend is not necessary or if you think it should be sourced elsewhere from a cheaper supply perhaps by digitizing the process you also have a full audit trail of all the documents generated and processed within the organization which makes reporting and the creation of spend management dashboards much easier so we have visibility cost avoidance and cost saving and we're talking about cost saving it is worth looking at accounts payable as well having a po system will help ap with invoice processing as they will be able to match an invoice with a purchase order and therefore eliminate all the guesswork around where to code the invoice and who to send it to invoices are processed faster and this will help improving the relationship with suppliers [Music] we touched on the fact that the po system eliminates the guesswork in ap but if you combine this with an invoicing solution like concur which uses optical character recognition technology to read and extract information such as invoice header and line item information you are removing all the manual data entry performed by accounts payable so when you think about a solution that can do that and also automatically match to the purchase order that has been created in the system this means that you can achieve the one touch invoice which is an absolute dream in accounts payable ap teams spend typically 40 of their time manually keying in information that they see on an image and another 40 percent chasing rooting invoices for approval sending um reminders for people to approve trying to find out where the invoices are within the organization so if you remove all of that away from them it means that they've got a much greater time to be performing value added tasks and by value-added tasks i mean looking at analytics typically accounts payable teams in in a very manual environment do not have the time to look at their aging reports on a weekly basis perform the top 20 supplier statement reconciliation look at grni balances all of these tasks are usually pushed at the bottom of the queue because there are more urgent manual tasks to be performed so it's all about transforming accounts payable from a data entry team to a truly value-added partner [Music]