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

3

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

Mail

Sort Invoices

Mfg Plant

Over Night Mail

Mail

Sort Invoices

Mfg Plant

Over Night Mail

Mail

Sort Invoices

Mfg Plant

Over Night Mail

Mail

Sort Invoices

Over Night Mail

Mail

Sort Invoices

Over Night Mail

Mail

Sort Invoices

Over Night Mail

Mail

Sort Invoices

Over Night Mail

Mail

Sort Invoices

Over Night Mail

Mail

Sort Invoices

Mail

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