Session 2 18082010
- 1. Shared Services SA Across Government e-Procurement Solution Shared Services SA Glenn Dawson, Principal Consultant, Electronic Procurement Services 18 August 2010
- 2. Shared Services SA Presentation Content • Project Background • System Components • Invoice Processing 2
- 3. Shared Services SA Background • August 2009, Cabinet approved implementation of the e- Procurement solution • Pilot commenced December 2009 with Agencies: – DTED (end-to-end solution) – DFC (the scanning and invoice processing components only) – SA Health, Corporate (the scanning and invoice processing components only) • The Pilot completed February 2010 3
- 4. Shared Services SA Implementation • Complete roll out target for completion in Febuary 2011. • Production implementations successfully completed for: – DTED - DFEEST – DFC - PIRSA – DTF - Housing SA – DTF & Bureaus (IGA, MAC and ESCOSA) 4
- 5. Shared Services SA Roll Out Schedule Agency Date Agency Date DPLG Aug 2010 Defence SA Oct 2010 DCS Aug 2010 DEH Nov 2010 SAPOL Sept 2010 DWLBC Nov 2010 DPC Sept 2010 Courts Nov 2010 Arts SA Sept 2010 DTEI Dec 2010 SAFECOM Oct 2010 SATC Dec 2010 AGD Oct 2010 DECS Jan 2011 SA Health targeted for February 2011
- 6. Shared Services SA From Purchase to Pay Agency SSSA AP APD AP Contract Matching INVOICE APPROVAL • Basware Purchase Management - access to on-line catalogues, creation of requisitions, electronic workflow of requisitions for approval and the distribution of purchase orders to suppliers • Basware Invoice Processing - checking of invoices, matching of invoices to purchase orders and contracts, and electronic workflow of invoices to Agencies for approval • Readsoft Scanning and Optical Character Recognition - scanning of invoices and the automated extraction of payment data from the images 6
- 7. SA Shared Services GL Account Code Feed Contract Matching GL Account Code Verification Job Cost Account Code Feed Job Cost Agency PO Vendor Listing Feed Finance System Integration Matched invoice AP Masterpiece System For Payment Feed Payment Detail SSSA AP Feed AR Product APD INVOICE Details APPROVAL Receipt Inventory Details AP Fixed Asset 7
- 8. Shared Services SA Purchase Management • Purchase Management process incorporates: – Creation of on-line requisitions – Workflow of requisitions for procurement approval – Creation of purchase orders and distribution to suppliers – On-line receipting – Contract Management – Non PO Workflow 8
- 9. Shared Services SA Requisition creation and approval • Requisitions can be created from: – Internal catalogues – External Vendor catalogues – Templates – Free text • Completed Requisitions are automatically flowed to delegate for approval 9
- 10. Shared Services SA Requisition Approval 10
- 11. Shared Services SA Order and Receipt of Goods/Services • Approved requisitions are automatically converted into purchase orders • Purchase orders can be sent by – facsimile, – email, or – Electronically to the Supplier • Receipt of goods/services is required to allow invoices to be paid (3 way match) 11
- 12. Shared Services SA Contract Management • Used for the payment of any recurring, periodic or contract based invoices – I.e. rent, leasing, cleaning, electricity, maintenance, security and telecommunications bills. • Two types of contracts – Budget Based – Schedule Based • Invoices in tolerance of the contract rules are automatically paid. – Notified if payments are made. – Alerted if scheduled payments are missed 12
- 13. Shared Services SA NON-PO Automation
- 14. Shared Services SA NON-PO Automation • Three options – Auto Code – Auto Flow – Auto Code and Auto Flow • System will learn any changes Manual Flow
- 15. Shared Services SA Invoice Processing SSSA AP APD AP INVOICE APPROVAL • Invoice processing includes – Scan and Data Capture from invoices – Electronic Invoices – Processing invoices for payment 15
- 16. Shared Services SA Invoice - scan and data capture • Physical mail is sorted and scanned • Email and Faxed invoices bought direct into Readsoft • OCR process is Template driven • Based on a consolidate listing of ABN’s extracted from the vendor files • Invoices are reviewed and sent to Basware for processing. 16
- 17. Shared Services SA Data Capture - ReadSoft 17
- 18. Shared Services SA Electronic Invoices Focus on increasing the number of real e-invoices Basware Supplier Portal e l b a v i e c e R s t n u o c c A e l b a y a P s t n u o c c A Basware Supplier Business Buyer Transactions Basware Scan and Capture Supplier Activation Service 6
- 19. Shared Services SA Invoice Processing Invoice Automation SCAN AND DATA CAPTURE 1 Vendor Confirmation & GST Validation 2 Matching against PO’s 3 Matching against Contracts 4 Non-PO Automation 5 Manually selected workflow 19
- 20. Shared Services SA Certify – Invoice Processing 20
- 21. Shared Services SA Invoice Audit Trail 21
- 22. Shared Services SA Reporting • Users can query all transactions that they have been involved in processing • IP Monitor tool can be deployed to key staff needing to view all payment transactions • Accrual Reporting • GST/FBT Compliance testing • Benefit is overall visibility of transactions at whatever stage they are in the process. 22
- 23. Shared Services SA Image Viewer 23
- 24. Shared Services SA Image Viewer 24
- 25. Shared Services SA Questions? 25
Editor's Notes
- #2: Welcome to employees attending the session. Cover housekeeping items.
- #8: Scan and capture done in house E-Invoicing available as vendors attain the capability. Some manual steps introduced to ensure that invoices are sighted at different steps along the way. This includes Vendor Confirmation and GST Verification upon initial import into Basware and a final check immediately prior to export to Masterpiece. We will step through these in more detail now, then
- #9: Basware covers from the purchasing cycle – including requests for quotes to recording the payment details supplied by Masterpiece/ERP. PM information is provided for context so that you know what the Agency has done leading up to the arrival of the invoice at SSSA Invoice Automation is not just about work-flowing invoices between system users. There are a range of different modules that can assist AP and Agency staff by automating certain tasks based on predefined criteria. Please note that the automation is not being enabled initially, but may be switched on once the AP Reform team are comfortable with the new system and they are confident that the system is operating according to their requirements. For example invoices relating to a PO can be matched to the PO number – amounts checked and if within the specified tolerances () automatically processed.
- #11: Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
- #20: Scan and capture done in house E-Invoicing available as vendors attain the capability. Some manual steps introduced to ensure that invoices are sighted at different steps along the way. This includes Vendor Confirmation and GST Verification upon initial import into Basware and a final check immediately prior to export to Masterpiece. We will step through these in more detail now, then
- #21: Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
- #22: Vendor Selection – vendor is confirmed prior to GST Verification
- #23: Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
- #24: Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.
- #25: Data capture phase: Scanning is the most efficient way to get invoices into electronic form (e.g. using the Basware BT service). Up to 95% accuracy in data recognition with Basware FastScan and recognition templates. (Autoflow: Offers the most efficient way to get invoices into the workflow. Invoices can be manually sent to different types of flows as well.) Posting phase: Basware uses posting templates for posting automation or favorites lists (accounts/profit centers etc.) to help with manual posting. Posting can be accomplished before, during or after the workflow by AP personnel, a reviewer or approver. Review phase: Reviewer sees an invoice image and all necessary data on one screen. Approval phase. Approval limits control who can approve an invoice. If needed, more detailed approval rights can be defined based on criteria such as cost centers, projects etc. Transfer for payment: In this phase, the system recognizes unclear invoices (posting differences, etc), that still need AP’s attention. Other invoices can be directly transferred. This process can also be fully automated as invoices are automatically transferred to ERP after approval.