Tokyo, Sydney, Singapore

February 2010

SAP Invoice Management and SAP OCR Option

Slide 1
SAP Invoice Management by Open Text

Comprehensive Business Value based on

powerful Invoice Management
Capabilities

Open Text Content Days – Sydney

Adam Bosna
Agenda

1. Introduction
2. Playback and Validation
3. Overview of SAP Invoice Management and SAP OCR
4. Live Demo
5. Summary and Questions
Open Text and SAP:
Twenty Years of Innovation
Reseller Agreement for SAP Extended
ECM by Open Text

Reseller Agreement for

2009  Enterprise Library
Services achieves SAP
SAP Invoice Management by Open Text
and SAP OCR Option 2008 Certified Integrations (BC-
ILM 2.0)
Open Text acquires Captaris – RightFax/OCR 2007  Co-development of DoD
5015.2-certified Records
Reseller Agreement for Management
SAP Archiving & 2006
SAP Document Access by Open  SAP xApps Certified
Text 2004  First ISV to be “Powered by SAP
NetWeaver”
IXOS and 2002
Open Text Merger  Certified for SAP NetWeaver Portal iViews
2001
 SAP CRM co-development
1999
 SAP ITS co-development (Internet Transaction Server)
1995
 SAP ArchiveLink co-development, IXOS-ARCHIVE for SAP R/3
1991
 Joint projects for imaging, COLD, archiving for ERP
Combine Structured and Unstructured Content
with SAP and Open Text

Industry
CRM ERP SRM SCM
Solutions

Content Enabled Business Processes

Business Applications Roles Transactions
Structured Content SAP Business
Object
Data Events
Content

Unstructured Content Create Manage Access Transform

& & & &
Capture Collaborate Navigate Distribute

Store and Secure

Open Text ECM Suite for SAP

Extended Archiving
ECM for SAP Applications for for SAP

SAP Invoice Customer for SAP

Employee Supplier
Information Powered
Document Customer John Doe
Customer Jane Mills

Management Information Information byAccess

NetWeaver Contracts
Life

+ OCR Management Management Management for SAP Vehicles

Claims

Document Collaboration
Web Content Records Email
& Community
Management Management Management Management
Management


Business
Capture Digital Asset Content
Process Archiving
and Delivery Management Reporting
Management
Open Text ECM Suite for SAP –
Invoice Management

SAP Invoice Management  Optimise and automate invoice processing

 Processes all incoming invoices
 Resolve exceptions based on 45+ built-in best
practices
 Enables compliance
 Detailed analytics grant insight and control

SAP OCR Option to Invoice Management

 Automatically recognises the invoice data for invoices
of more than 20 countries
 High field recognition rate
 Simple and efficient data completion
 Enables straight-through-processing
From SAP to ECM

Typical customer journeys Web Digital

Content Asset
Management Management

Business
Document Capture and Process
Management Delivery Management

Document SAP Invoice

Access Invoice Capture
for SAP Management Center

SAP Data Records

Archiving Management

CLM
Services for
SharePoint
Legacy Email
Decommissioning Archiving

Slide 8
SAP Invoice
Management

The Setting
Achieving Excellence
Major Principles

1. Insight – Financial and operational

2. Collaboration – Share common information

P
P
P
P 3. Automation – Reduce manual processes
P

4. Control – Exception-based management

5. IT Simplification – One platform

Financial Excellence
The CFO's Area of Responsibility

Drive Strategy and Growth Ensure Compliance and Mitigate Risk

 Timely insights into performance  Governance & Risk management integrated into
drivers business processes
 Aligned strategic decision-making  Controls and compliance
across teams

Controlling

Receivables

Internal Audit

Optimise Working Capital

 Healthy collections and credit
 Low DSO, high cash flow
 Straight-through finance via standardised integration
between banks and ERP systems
Gain Efficiency in Finance
 Fast and efficient Financial Closes
 Increase discount usage, avoid late payment fees,
consequences on rating  Scalability and standardisation
Accounts Payable Process
The bad Reality

Having problems organising your

Accounts Payable process?
SAP Invoice
Management by
Open Text

Features
Open Text Vendor Invoice Management
Automated paper-to-post invoice management

Inbox Invoice Invoice Collaboration & Invoice Payment

(incoming Recognition Verification Monitoring Completion
mail / fax)

Prüfung und
VERIFY AND EXCEPTION
PREPARE TRANSFORM APPROVE PAY
COMPLETE
Vervollständigung HANDLING

Scanning OCR Trigger workflows Comment Post invoices

UMWANDLUNG
Archiving Validation

SAP based automated reconciliation and posting

SAP SAP OCR Option for

Document Access Invoice Management SAP Invoice Management ERP (FI/AP)
Automated Invoice reconciliation

Automated reconciliation and posting

Verify and Check for Business

Approve Pay
complete duplicate rules check

 Incomplete data fields  Duplication check
are automatically based on invoice data
routed for completion field
 Meta data that is not in  Special role for
the proper format is duplicate analyst
routed for correction  Easy to change
 Meta data that is not variables through
compatible with master configuration
data is routed for  Prior invoice available
correction. for comparison
 Early detection
 
 30+ configurable PO
invoice rules
 15+ configurable Non
PO invoice rules
 Automated resolution
collaboration
 Localised to meet legal
requirements
 Supports straight
through posting
 Automatically routes for  Released for payment
account coding, only after all resolution
validation and approval  Ensures all discounts
 Approval routing based captured
on configurable matrix
 Includes single level
approval for PO
Invoices without GR
 Configurable automatic
posting after approval
possible

Monitor
SAP Invoice Management Integration

SAP IM SAP IM
Functions Document approval
Exception Approval
Processing functions
Residing Workflows Workflows
Workflow over web
in SAP
ERP interface

Roles Admin tools,

Configuration
resolution and Dashboards security and Reports
settings
rules audit trails

SAP
MM MM FI
Functions HR
used by PO, Contract Invoice Financial
Org Structure
SAP IM & Requisition Verification Posting
Multi backend landscape

Satellite
SAP

IM Workflow

Central Instance Satellite

ICC
SAP

IM Workflow
IM Workflow
Satellite
SAP

Central Reporting
IM Workflow

Content Repository
Stand-alone and SAP Enterprise Portal option

Stand alone approval portal

Integrated as iView into SAP Portal

Invoice Approval Portal Features

Flexible approval web screens: search helps, style sheets, user preferences, custom
buttons

 Optimise approval efficiency and user experience

Approval of non-PO invoices without parking

 Comply with legislation requiring sequential numbering (e.g. Italy)
Invoice Approval Portal Features (cont.)

Additional attachments including history

 Support for accompanying documentation
e.g. like services time sheets

Mobile device support through simplified web layout

Advanced Reporting for SAP Invoice
Management

Reporting optimised for multi-system landscape

Productivity report: User/roles related activities

Aging Report: Analyse processing times for active workflows

Exception Analysis Report: Cycle time, number of touches etc.

Key Process Analytics: Aggregated values and KPI figures

License report: Number of documents per channel

Advanced Reporting: Productivity Report

Workflow processing times by users and roles

Identify bottle necks
Review staffing requirements
Advanced Reporting: Aging Report

Analysis of invoice workflows in process

Grouping into 4 buckets with flexible range
Advanced Reporting: Exception Analysis
Report

Analysis of exceptions
Multiple options for grouping
Advanced Reporting: Key Process Analytics

Integrated Selection Number of invoices by type

Screen: Save the click to
the back button! Total liability by invoice status

Invoices processed w/o exceptions

Invoices per incoming channel

Top exceptions

Top vendors: number and amounts

Business graphics for all areas

Advanced Reporting: Central Audit Report

Drill down into each item

E-invoicing interface / EDI input support

API Support for e-Invoicing scenarios

Paper Invoice
Pre-Validation, Signature SAP + SAP Invoice
EDI
Verification Management
Online upload
E-Invoicing Customer
Supplier Provider

Support for EDI/IDOC invoice scenarios

 Start Vendor Invoice Management workflow from incoming IDOC
 Flexible mapping and support for standard invoice IDOCs
 Extensible infrastructure to support customer specific changes

Integrated support for electronic invoices

 Open API for support for 3rd party e-Invoicing vendors
 Consistent processing of invoices received through various channels

Leverage SAP IM for documents of various incoming channels

Integration with SAP SRM

Support for classic scenario and extended classic scenario

 Classic scenario: GR might be posted in SRM or ERP, PO is created in ERP only
 Extended classic scenario: GR posted in SRM, PO must be changed in SRM

Exception handling
addressing SRM users for
missing goods receipts
and price discrepancies is
now supported
Exception: Missing Goods Receipt

Shopping Cart


Purchase Order

Approval
Goods Receipt

Purchase Order IM

Confirmation Invoice

SAP SRM SAP ERP (ECC)

2. Post confirmation 1. Email notification

Exception: Price issue


Shopping Cart


Purchase Order

Approval
Goods Receipt Price
difference
Purchase Order IM

Confirmation Invoice 
SAP SRM SAP ERP (ECC)

2. Change Purchase 1. Email notification

Order
45 Best Practice Exception Workflows
Swimlane example

45 Pre-configured Best Practice Exception Handling

Workflows
16 Pre-defined Roles for workflow resolution
SAP OCR Option
Invoice Capture
Centre

Features
Open Text Vendor Invoice Management
Automated paper-to-post invoice management

Inbox Invoice Invoice Collaboration & Invoice Payment

(incoming Recognition Verification Monitoring Completion
mail / fax)

Prüfung und
VERIFY AND EXCEPTION
PREPARE TRANSFORM APPROVE PAY
COMPLETE
Vervollständigung HANDLING

Scanning OCR Trigger workflows Comment Post invoices

UMWANDLUNG
Archiving Validation

SAP based automated reconciliation and posting

SAP SAP OCR Option for

Document Access Invoice Management SAP Invoice Management ERP (FI/AP)
Invoice Capture Center Features

Simplify and optimise the entire invoice management process:

 Capture system for automated capture of invoice data
 Separation of documents into invoices and credit notes
 Extraction of invoice header data: Amount, date, order number, …
 Determination of supplier number through check against master data of ERP-
System
 Extraction of line item details
 Validation module for ergonomic data completion
 Fully integrated into SAP Invoice Management
 Best
in class OCR: Formerly RecoStar + DOKuStar engines from Océ / Captaris
Document Technologies, now owned by Open Text
 Embedded OCR Integration into SAP

SAP ECC System

Scanning SAP + SAP Invoice Management

Duplicate
OCR IDR Validation Exception
check

Archive

Additional SAP-based business logic between

recognition and validation
 High automation rate

End to end process control

 Logging, tracing, reporting

Access to validation client controlled by SAP user management

All relevant data stored in SAP system or in archive

 Invoice Capture Center Components

Invoice
Image Master Data:
Vendor master data, PO data, Delivery Note
Invoice Capture Center (Periodic download)

IM Dispatch SAP ERP

Invoice data ok?
Yes
SAP IM

Entererprise
No
Scan

Invoice
OCR / IDR Data

Recognition Validation IM Business Rules IM/SAP Invoice

Invoice data extraction, Manual keying of Validate and complete Processing
data mapping with missing data invoice data, exception Posting
Archive download data handling, approval
“Transform”: Recognition Process in Detail

OCR Analyse Extract Normalise Verify

“10/24/08” 24.10.2008

Valid
Format (US)
period

3 Date Order_Date =
“10/24/08”
Day = 24
Month = Oct
Year = 2008
yes
?
no

CLERK: 12
DATE SHIPPED
Word
ORDER DATE
10/30/02
10/24/02 Trans Manual
COVER CODE 24.10.2008 fer keying
Number
PA

Turn pixels into Find meaningful entities Find the correct date Decompose string into Check against
characters using optical and tag them among all detected subunits and re-format business and
character recognition alternatives as required plausibility rules

Manual
Validation
Transfer
keying
Invoice Data Extraction

Vendor

Invoice Number
Invoice Date

Order number
Delivery note number

Line items

Net Amount
Currency
Total amount
Invoice Knowledge Base
Long term effect of different Approaches

Form
Adaptive Combining
(template) Free Form
(=learning) Free Forms
based Recognition
technology and adaptive
Recognition

ICC approach

Increase of recognition rate during production time

Invoice data extraction

Master data
Vendor (excerpt from
ERP system)
Data Vendor ID
 Vendor ID as in master data Vendor name
 Vendor name
How is the data extracted?
 Use of invoice knowledge base
 Intelligent data mapping with master data
 Use of vendor master data including
auxiliary information (company name, Fax +
tel. number, address , …) Name
Usage Address
 Required for posting Tel / Fax number
 Mandatory field
Configuration
 Mapping with downloaded vendor master
data
Other …
 Presentation Bank account
 Automation
Validation Client

 Access controlled by SAP user management

 Data lookup for alternative recognition results
 Synchronisation of input fields and image
 Separate view for invoice item validation available
 No line item validation by default
 Support of Accessibility Standard Requirements:
 Keyboard only mode
 Support of Screen Reader
 Single Click Entry: Patented technology for input by pointing and clicking with the mouse
 Intuitive use
 Software generated proposals
 High input speed
 Intelligent, automatic table completion
DEMO
Sell the Value –
Value Engineering and Business Case
SAP Invoice Management by Open Text
Questions & Answers
 Thank you!

Adam Bosna
Senior Solutions Consultant
adam.bosna@opentext.com
Ph: +61 419 561 141

© SAP 2009 / ERP Financials & BusinessObjects Enterprise Performance Management – Total Overview Presentation V.2 / Ralph Schöpfer & Antonio Giannelli / Page 46