OPENTEXT VENDOR INVOICE MANAGEMENT

PRODUCT OVERVIEW FOR SAP® SOLUTIONS

OpenText Vendor Invoice

Accelerate invoice processing, exceptions,

O
penText Vendor Invoice Management for SAP ® “Our invoice processing
Solutions (VIM) streamlines accounts payable (AP) operations went from 100
operations for SAP customers. VIM optimizes and percent paper-based to
simplifies the process of receiving, managing, monitoring 100 percent non-paper-
and routing invoices and related documentation. based and we were able to
With VIM, invoices are processed more For most companies, invoice processing
reduce our total staff from
efficiently and quickly. The right people requires too much manual effort, causing thirteen FTEs to only five.
collaborate through a secure, easy to
use interface to resolve problems, obtain
a drain on resources internally and for the
vendor involved. One of the most labor-
We’ve decreased invoice
invoice status, check purchase order intensive manual processing steps is the processing costs by over
numbers, and approve invoices and more. keying of data from paper invoices into 50 percent, driven mainly
The optional optical character recognition SAP ERP. Other manual processing and
software (OCR) uses the most advanced resolution efforts involve time-consuming by headcount reduction,
document and character recognition capa- historical research, communication with the but also due to instituting
bilities available and virtually eliminates vendor, process documentation, requests
human intervention in the invoice capture for additional information from multiple a more automated process
stage for invoices received as paper or parties, manual routing, and the labor- that reduces errors.”
attached to e-mails. intensive process of monitoring and provid-
Invoice processing generally follows the ing update reports on the status of unpaid FARRAH GOLDBERG,
80/20 rule—eighty percent of procure- invoices. AP specialists can spend most of GENERAL ACCOUNTING MANAGER,
ment billing may be processed without a their time addressing these problems, while BUMBLE BEE FOODS
problem. The other twenty percent creates vendors and buyers experience a wide
problems or exceptions that require range of disincentives and disadvantages.
eighty percent of the invoice manage-
Minimize invoice processing
ment resources to resolve. Examples of
invoice problems include invoice disputes; time, optimize efficiency
invoices submitted without purchase VIM reduces the time required to process
orders (PO); insufficient approvals; cost invoices, through rapid invoice data capture
center errors; duplicates; discrepancies in and automated invoice routing based on
quantity, price, or date; freight mismatch; business rules and roles. OpenText Invoice
special tax conditions; and PO alloca- Capture Center for SAP Solutions (ICC)
tion errors. All of these conditions lead to fully integrates invoice data capture into
invoice management problems that require the process. The combined solution of VIM
time and resources to remedy. and ICC enables you to significantly reduce

EN T ER PR ISE I N FO R M AT I O N M A N AG E M EN T
 OPENTEXT VENDOR INVOICE MANAGEMENT
PRODUCT OVERVIEW FOR SAP® SOLUTIONS

the time required for invoice process- Shared Service Framework Finance or the “With the
ing, streamlining your AP management Ariba Network, VIM provides a foundation
processes by handling complex business for secure and scalable growth. Compa- implementation
rules and invoices with minimum human nies can grow their business, providing of Vendor Invoice
interaction and maximum control. high levels of internal and external service
to AP specialists, employees and vendors. Management for SAP
Increase ROI and save money SAP systems are leveraged to support Solutions, we gained
Your most significant potential for savings is higher volumes without the need for adding
in the reduction of AP invoice cycle times extra resources. economies of scale
and the elimination of late fees, which
This even more applies when running and efficiencies that
results in greater vendor discounts. Signifi-
cant reduction in cost per transaction (CPT),
the entire business in real time with SAP allowed us to reduce
Business Suite powered by SAP HANA.
improved cash management through AP
VIM and ICC add the required level of detail the number of FTEs in
liability reporting capabilities, and virtually
eliminated data entry labor costs through
to power real time dashboards showing Accounts Payable by
root causes for delayed payments. Correc-
data capture using OCR and rapid data
tive actions are directly reflected in the data approximately 20-25%.”
entry all combine to ensure significant
displayed. The SAP Premium Qualifica-
savings across your AP department. DANIEL L. METZ,
tion process for VIM and ICC ensures full
SENIOR MANAGER, BUSINESS SYSTEMS,
Reduced cycle times compatibility with this environment. W.W. GRAINGER, INC.
Invoice exceptions are identified auto- Compliant and
matically and directly routed to the right
optimized operations Vendor Invoice
specialists. Users find their new assign-
ments automatically in their inbox with an With VIM, all invoices pass a defined Management Features
optional reminder. No time is lost in case and documented set of business rules.
Automate invoice data extraction
of planned or unplanned absences: substi- The actions a user can take to solve the
with OCR
tutes and team members can transparent- problem are tied to specific user roles. This
guarantees a strict segregation of duties. The OpenText Invoice Capture Center (ICC)
ly work on the user’s behalf. The ability to option extracts the vast majority of invoice
collaborate globally and on mobile devices Auditors have full access to this detailed
invoice processing history at any time data quickly, reliably, and automatically
further eliminates idle times. based on a knowledge base of thousands
because all steps taken are documented
Increased productivity in the audit trail. These features are prereq- of invoice samples from all over the world.

Purchasers and vendors can focus efforts uisites to fraud prevention and to meet Manage the review and approval process
on activities that are productive—research, internal control on financial reporting regu- VIM offers controlled and automated
manual keying, problem querying, and lations like in Sarbanes-Oxley section 404. exceptions handling, aging, escalation,
manual routing are eliminated; dupli- This level of compliance reduces risk and and reporting, resulting in reduced cost
cate invoices are detected as early in the is still efficient: The same data is used for per transaction.
process as possible; VIM always displays detailed reporting allowing quick analy-
Leverage designated workflows
the relevant details and proposes precon- sis of processing bottlenecks like exces-
figured actions to solve an invoice problem sive idle times, number of touches or time VIM provides predefined workflows with
such as by directly posting a goods receipt. required to process an invoice problem. robust and extensible baseline functionality,
That way the number of clicks is minimized The integrated trend visualization proves shortening your implementation time, and
and simple things are just simple. the effectiveness of process changes and reducing deployment costs.
fosters continuous process optimization. Automate invoice routing and sorting
Lower costs
Designate workflow steps to sort and route
Companies can take advantage of Rapid deployment
invoices based on user roles, authorization
discounts for on-time or early payment; Many IT projects fail due to effort under- rules, and predefined timelines.
receive invoices electronically and lever- estimation, moving targets and deficits in
age economies of scale through shared change management. VIM and ICC are Generate reports
business services and standardized preconfigured solutions with a well-defined Use built-in reports based on company
processes. Investments into SAP ERP are implementation strategy. SAP, OpenText code, business unit, exception type, liabil-
preserved and leveraged to provide addi- and certified partners provide implemen- ity, and more. Capture predefined exception
tional services at minimal expense. tation services based on a SAP Rapid data with which you can produce cause
Deployment Solution (RDS). With a defined and effect process diagrams. Leverage VIM
Scalable foundation scope and predictable cost, there are data delivered to SAP NetWeaver Business
When integrated with existing enter- no surprises. Warehouse (BW) to build custom reports.
prise applications such as SAP Supplier
Relationship Management (SRM), SAP

EN T ER PR ISE I N FO R M AT I O N M A N AG E M EN T
 OPENTEXT VENDOR INVOICE MANAGEMENT
PRODUCT OVERVIEW FOR SAP® SOLUTIONS

Drill down to invoice information Route invoices Approve invoices from everywhere
Access applications, content, and history Depending on classification, invoice excep- The modern, HTML5 – based approval
using an intuitive, graphical dashboard tions are routed according to established application allows approving invoices on
with buttons that drill down into the origi- business rules and policies. The workflow smartphones, tablets or desktops from
nal invoice image, purchase order, goods configuration determines where invoices everywhere. Approvers also have web
receipt, and invoice information. are routed and what approvals or next based access to information about all
steps are required. invoices they processed, including the
Enter invoices from any location
detailed invoice history.
Enter invoices from any location and via Monitor status and notification
any input channel directly into the ERP Monitor where invoices stand in the reconcili- Resolve disputes
system. As a result, invoices are received ation process and notify vendors of payment When dealing with invoice disputes, AP
cost-efficiently and are visible as early exceptions to speed issue resolution. personnel can use VIM to request addi-
as possible. This gives line managers tional information, receive status of orders,
Make all invoices electronic
greater control over budgets and simplifies send notification of cancelled invoices, and
invoice management. Include invoices in electronic form, whether collaborate with other staff.
e-mailed, scanned, faxed, delivered via
Classify invoices automatically XML or IDoc, or entered by the vendor Collaborate
Classify problem invoices automatically for using an online self-service portal. The Initiate and respond to questions and
further action as blocked, parked or held. optional OCR (ICC) automatically extracts issues related to problem invoices without
Classification determines next steps in the invoice header and line items where leaving the application. All questions and
processing cycle and various degrees of necessary. VIM optionally creates images comments are recorded in the audit trail. n
escalation notices are sent. for pure e-invoices.

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