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Automating AP to Connect Invoice Spend
to the Rest of Your Employee Spending
A Concur Solutions Series Webinar
Carla Minsky, Director of Sales, Concur Invoice
Wendy Sward, Manager IT – Finance Applications, St. Jude Medical Inc.
Cher Pearsall, CEO, Pivot Payables
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Connecting Invoice Spend
Carla Minsky
Director of Sales, Concur Invoice
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Managing spend is a distraction, not a differentiator.
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There’s a Lot of Spend to Manage!
Direct
PO
Indirect
PO
Indirect
non-PO
P-card Expense
reports
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Decentralized and not pre-approved
Centralized, process-driven, and can be automated
User-driven spendPre-approved spend
The Way We Spend is Split into Two
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76%
57%
47%
36%
“Which of the following procurement
policies are in place today?”
Approval/authorization procedures
Reimbursement policies
Restrictions for buying outside procurement-approved channels
Internal purchasing portals
Base: 1,580 end usersSource: Forrester Consulting on behalf of Internship, August 2014.
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76%
Policies Aren’t Keeping Pace with
the Way Users Are Spending
Have pre-approval processes
Buy outside the process anyway
76%30%
Base: 1,580 end usersSource: Forrester Consulting on behalf of Internship, August 2014.
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52%
33%
30%
29%
26%
Rise of the Empowered Business User
More convenient/faster
Understand what is needed
Research better options
Get lower prices/cut costs
More choices
“What are the most important factors prompting you to purchase products or services for work yourself?”
Base: 1,580 end usersSource: Forrester Consulting on behalf of Internship, August 2014.
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Because of the digital economy,
end users find the procurement
process slow and inefficient.
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&
Are You Missing Out On…
Office supplies
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&
Are You Missing Out On…
Conference expenses
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A real-world example.
$500,000
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A real-world example.
$50,000
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So what’s the answer?
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Innovating accounts payable.
Re-automate and re-engineer—improve the process for my end users.
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Deliverin-depth insight.
Integrate data from any source.
Create a mobile experience.
Create an efficient AP engine.
The Concur Approach
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Connect to any partner.
Connect all your data.
The Concur ApproachConnected. Effortless. Transparent.
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Capture All Employee Spend
Expense
TravelInvoice
Risk and compliance
Meetings and events
Spend optimization
Industry solutions
Tax management
User experience
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Pre-authorize
Scan and capture
Workflow and
approvals
Payment Reporting
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Invoice Best Practice – Global Deployment
Wendy Sward
St. Jude Medical
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Background
• Wendy Sward, IT Manager, Finance Applications, St. Jude Medical.
– St. Jude Medical for 6 years
– Configuring Concur for 10+ years
– Responsibilities:
• Manage Concur Expense, Invoice & Requisition (I do not manage Travel)
• Manage SJM Global HCP Databases
• My team consists of 4 IT staff members
– St. Jude Medical uses Concur Travel, Expense, P-Card, Invoice & Req.
– Concur is deployed in over 29 countries, with 19K+ active users
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St. Jude Medical Concur Invoice Best Practice
• Pre-Concur Invoice Paper Process – WHY?
• Large volume of Paper Invoices
• Invoices mailed to Accounts Payable, Managers, Approvers
• Signature Authority is manually tracked
• No-visibility to where an Invoice is – (did you receive my Invoice?)
• Due to manual process the Number # of days to post for payment was lengthy
• Document retention process varies in each global location
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St. Jude Medical Concur Invoice Best Practice
• Over a 2 year period we deployed Concur Invoice to 16 Countries
– Methodology: Fast Track – standardized template
• Partner with EMEA Finance Headquarters
• Built an EMEA Template that all countries could use
– 2 policies were created – HCP and Non-HCP Invoice Policy
• Standard workflow, Standard Forms, Standardized HCP Codes
• Advantage to having Expense before we had Invoice
• Country variances were VAT Codes or Expense Types
• We grouped Country Go Lives in waves of 3-4 countries per quarter
• Travel on site, train AP processor in Live Environment – with their invoices
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SJM Invoice footprint (16 countries) 2 years
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Business Value & Change• SJM Accounts Payable is becoming virtually paperless
• Increased cycle time Avg. 3-5 days
• Managers like Concur Invoice due to Mobile/Desktop Approval
– Managers can also quickly see the status of their Invoices pending
payment
• Audit likes Concur Invoice as they can Audit from virtually
anywhere• Global Signing Authority is now electronic & can be enforced/audited
• Global Document Retention standardization
• Single Platform for Invoice Processing
• Vendor Invoice volume is higher than Employee Expense Reports
• Stronger tracking and visibility of HCP Payments
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Next steps… Concur Requisition & Invoice
Attendee Tracking• SJM Concur Requisition:
– International HCP/Meetings Financial Pre-Approval
• Gain Approval up front – improve efficiency & reduce costs at time of payment
• Ability to forecast upcoming or remaining HCP/Event spend
• Ability to use Concurs API to send approved Requests to other applications
• France & Belgium in scope for 2016, with a plan to deploy globally in future months
• Concur Invoice Attendee Tracking: • Attendee tracking will be enabled in Concur Invoice in 2016
• Concur Expense & Invoice Attendee data can be sent to a “Centralized HCP
reporting database”.
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Pivot Payables
Cher PearsallCEO
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PivotPrime | Client Billable Expenses
Expedite | Client Billing Process
– Professional Services | Engineering | Architectural | Private Equity | Legal | You’d Be Surprised
ROI | Immediate and Persistent
– Operating costs | Recovery of missed expenses | Cash flow
Concur Invoice and Concur Expense
– Capture all billable items in one statement, including invoice and receipt images
Fast Activation | Easy Fast Statement Creation
– 20 minutes to get started | Generate billing statements on demand from that point on
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PivotPrime | Business ScenarioEngineering
Concur Invoice
Equipment and supplies purchased in advance
Permits, licenses, and insurance
3rd party contractors
Risk management and assurance review and audit MANY COMPANIES BILL BACK USING BOTH INVOICE & EXPENSE
Concur Expense Air and ground transportation expenses Travel meals and entertainment Extra supplies and on-site incidentals
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What is PivotPrime?PivotPrime creates billing statements that contain all of the individual
expense item details – along withtheir attached receipt and invoice images.
Concur Invoice Concur Expense
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PivotPrime | Want to learn more?Contact Concur
– Reach out to your Concur rep to get the ball rolling or Inquire via the Concur App Center directly.
Watch a Video
– See how PivotPrime works, watch a quick video.
Contact Pivot Payables Directly
– Give us a [email protected]
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Q&A
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