COMPLETE END-TO-END AUTOMATION WITH ECM AND SAP
Ellie Casari – May 9, 2017
AGENDA
2
Dawn Food Product, Inc
History of ECM and ERP
Why Dawn chose OnBase
2017 – AP Accelerator Project
What’s Next
Dawn Food Products, Inc - 1920
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Dawn Foods began nearly one century ago with the basics: two
bakers and a recipe for really delicious donuts.
Family-owned company — with third-generation Joneses
Focus and products to provide sweet bakery goods
International partner of choice for bakers and culinary professionals
around the world
Produce more than 4,000 products
Employ nearly 5,000 people
Do business in more than 105 countries
Operate in more than 57 locations worldwide
Headquartered in Jackson, MI
https://www.dawnfoods.com/home
Dawn Food Products, Inc – AP 2005
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Invoic
e F
ile
Ca
bin
et
Home
Office -
Dept
Invoices
Supplier
Invoices
Discounts
Supplier
Invoices
Centralized
Inventory
Supplier
Invoices
Imperial
Sugar
Invoices
Fax
Accounts Payable
Mail Room
Mfg Plant
Over Night Mail
Accounts Payable – Home Office
Existing Purchase
To Payment Process
Sort Invoices
Mfg Plant
Over Night Mail
Sort Invoices
Mfg Plant
Over Night Mail
Sort Invoices
Mfg Plant
Over Night Mail
Sort Invoices
Mfg Plant
Over Night Mail
Sort Invoices
Over Night Mail
Sort Invoices
Over Night Mail
Sort Invoices
Over Night Mail
Sort Invoices
Over Night Mail
Sort Invoices
Over Night Mail
Sort Invoices
Distribution Center
Distribution Center
Distribution Center
Distribution Center
Distribution Center
Purchasing
Opens and reviews
Discount Supplier
InvoicesDisc
Inv
Fax
Location
Replenisher
Problem
Invoice
File and Retrieval
of Invoices
Account
Payable
Lost Invoice
?X
Accounting
Lost Invoice
?X
Puchasing
Lost Invoice
?X
Pay to $
Payments
Home Office
Managers
Invoice
Exceptions
Invoice
Exceptions
Home Office
History of ECM – Dawn Food Products
2004 2012 2015 2016
2017
MFPs Replaced
Scan Stations Employee P-Card
For Expenses
Home Office Departments - PTP
AR Scanning And Storage
2005
AP US Scanning
Approval workflow ERP Integration
Centralized US AP Dept
Add Canada
Locations Vendor Payments
2010
2011
OnBase SAP AP
Integration
Vendor Consolidation Data Clean up
Seattle Sites Live on SAP and OnBase
2014
2013
Centralized AP Dept
with Mexico
Work Orders Capture Email and
Attachments
Vendors send Invoices and Inquiries
electronically
Dawn US Mfg
Locations
Migrate IntelliChief To OnBase
Why Dawn Foods Chose OnBase for SAP
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Integration with SAP
Modular design
Security
Quick implementation process (experience with SAP)
Ability to integrate with other applications
Multi-Currency
Multilingual
Global footprint – Dawn Europe
Consulting services
Expansion to additional departments (Regulatory, HR, QA)
Support Model (24x7)
User Tools
Community site
User Groups
Self Training – how easy it is to learn what’s needed when needed
Easy to follow Manuals
Premium Subscription
2017 – AP Accelerator Project
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Consolidate AP Applications to ONE platform
WorkView – Case Management tool to replace TrackIT
Mail Import module – separate email from attachments and send to OCR
OCR – Automate vendor identification, indexing, routing of invoice for US
and Canada
Workflow Approval Management – managed by business owner (not IT)
SAP MIRO and FB60 automated Invoice transaction generation
AP – Manage exception processing, monitoring, vendor inquires, Mexico SAP,
Legacy ERP Departments
Reporting Dashboard – Activity tracking, monitoring, reporting
WorkView – Case Management
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Vendor Emails will be captured and assigned a tracking #
Invoice attachments automatically forward to OCR
Inquiries assigned to AP team members for follow-up
Statements uploaded and indexed for archiving
Exceptions are more visible
No lost invoices
Traceability and accountability
Easier to assign work by folder or vendor
Ease of tracking KPIs
Mail Import module
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Rules based configuration
Parse indexes from subject line
Create custom processes based on vendor email address
Split attachment from email and forward attachment to OCR
Email subject line can be parsed to automate
indexing or vendor identification
Send automatic notifications to vendor upon email receipt
Use to migrate existing emails or archived emails
OCR
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Split attachment into separate invoices (PDFs)
Capture all text from invoice
Template configuration for high volume vendor invoices
Accuracy of data vs manual keying
Identify Invoices from other documents types
Statements, vendor inquires, spam
PO vs Non PO
Identify Security values (cost center or company code)
Captured text values used for automating indexing
Invoice Number
Invoice date
Invoice amount
Due date
Additional Data lookups from SAP
Vendor Name and Address
PO Number – PO details
Reference or Attention To identify invoice dept or owner
Detail Line capture for PO invoices
Identify Routing information for Non PO Approval processing
Workflow Approval Management
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Department builds the hierarchy and rules
Delegation ability for users when out of office
Notifications based on time in workflow
Embedded in existing workflow
Role based or User based
Automated Approval processing
Material PO invoices (NB, ZNB1) move directly to entry
Can be used for ANY approval processes
Purchasing Contract approvals
Customer Applications
New Vendor
New Product development
CER (Capital Expenditure Requests)
SAP MIRO Automated Transaction Generation
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MIRO - PO 3-WAY Match PO data retrieved from SAP identifies invoice for 3-way match
SAP NB or ZNB1
OCR Detail Line capture allows retrieval of Good Receipt data
Create Rules to manage invoice status based on GR Line Status
Notifications to Purchaser based on # of days with incomplete GR
Automatic Invoice release for entry when GR rules match all lines
Rules to send an invoice to responsible party for tolerance issues
Automatic MIRO Invoice transaction generation with GR release
SAP MRBR – Blocked Invoice process enabled after invoice entry
SAP MIRO Automated Transaction Generation
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PO 2-WAY Match PO data retrieved from SAP identifies invoices for 2-way match
SAP ZNB2, BO, Contracts
Detail Line capture allows retrieval of PO detail
Automates GL coding using eforms, validation, invoice amt balance
Carbon footprint tracking for Utilities, fuels, gasses
Accurate Routing based on Purchasing group, plant, or cost center
Notifications to Approvers based on # of days in queue
Automatic MIRO Invoice transaction generation when Approved
NON – PO Invoices
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OCR will do basic indexing and routing identification
Approval processing
FB60 – Automatic Header data and AP entry
Non-PO invoices will be the exceptions
SAP Vendor Payments
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Capture SAP Document ID
Update index on invoice
Update Invoice Status to PAID
Eliminate automated AP check storage
Reporting Dashboard
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Drill down capability
Activity tracking
Reporting
KPIs
What’s Next?
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RSTOP
RVI System migration to OnBase Project
Vendor Portal
Vendor access to invoice status
Vendor Inquires
Electronic Invoice submission
Mobile
Invoice Review and Approvals
Invoice and related document access
EDI – PTP