simplifying IT

Automated Document and Invoice Processing in SAP ERP

FIS/edc® Electronic Document Center

FIS/SMART Technologies: The Big Picture

FIS Information Systems develop a suite of innovative and integrated technologies to SAP standard

FIS SMART technologies provide additional functions, improving and tuning business processes

No modifications are required - FIS SMART technologies work with real-time SAP data

SMART innovations allow SAP users to work in a familiar SAP environment

FIS Information Systems have

developed more than 100 SMART

technologies — deeply integrated

enhancements to SAP standard.

As with SAP functional modules, the

SMART technologies normally work in

combination to create additional

functions within the standard SAP

environment.

Typical properties of FIS SMART

technologies include:

Deep integration within SAP ERP -

accessing real-time data.

The creation of additional FIS

transactions to tune processes as

well as being able to seamlessly

switch between the FIS environment

and standard SAP functions.

Simplified access to SAP data via

Web Dynpro (SAP’s own web

application technology). SAP Fiori

enables applications to run on

desktop computers, tablets and

mobile devices.

FIS SMART technologies work

within the SAP environment - but

with enhanced functionality. The

users work in familiar GUI and

therefore the new functions are easy

to learn and use.

Automated Invoice and Document Processing

FIS/edc

Simplified Master Data Maintenance

FIS/mpm

Internet Shopping Solution

FIS/eSales

Cash Register Retail Solution

FIS/cash

Data Exchange and EDI engine

FIS/xee

Customer Relationship Manager

FIS/crm

SAP HCM Payroll Modelling and Revision Control

FIS/hrd

FIS/edc: Overview and Financial Benefits

For organisations with SAP ERP who wish to save money by

automating payment processes and significantly reduce the degree

of manual data-entry and data comparisons

FIS/edc is a fully SAP ERP integrated

application utilised for advanced processing of

scanned documents and EDI messages.

The FIS/edc technologies are designed to

overcome the labour intensive tasks associated with

SAP invoice posting:

Manual entry of invoice data into SAP ERP

Printing of emailed invoices

Checking invoice figures with a calculator

Manually searching for invoice fields

Manual comparing invoice data with SAP data

Using email as a workflow for invoice exceptions

Physically sending the invoices to approvers

Storage of invoices, off line or via a non-

integrated storage application.

With FIS/edc, each Accounts Payable member

becomes more productive as the payment process

becomes more efficient.

With invoices now being processed with less labour-

time, the cost per invoice is reduced and substantial

savings incurred in departmental running costs.

Introducing FIS/edc not only reduces invoice

processing time and costs, it also improves data

accuracy and provides an unparalleled automatic

posting rate i.e. posting of invoices in SAP without

human intervention.

FIS/edc utilises the data within SAP and

enhances the substantial investment technology

that complements SAP standard.

The exception handling becomes more

manageable as invoice process advancement

can be viewed quickly and hold-ups in the

process identified.

FIS/edc SMART technology suite includes:

FIS/fci - OCR invoice Reading software

FIS/edc (Invoice Monitor)

FIS/edc (Sales Order monitor)

FIS/edc (Document Monitor)

VSM (Vendor Statement Monitor)

FIS WebArchive - Secure Document Storage

FIS/edc: Intelligent Documented Reading with FIS/fci

Automated Document Reading from Day 1

Automatic Reading of Email Invoice Attachments

Intelligent Knowledge Base Population

Emailed Invoices

Invoices received via Email are ideal for reading

with FIS/fci. The invoices generally do not suffer

from poor scanning techniques or image quality.

Invoices are generally created from an output

from the vendors’ ERP/Accounts system and

therefore cleaner and easier for FIS/fci to read.

The attachments are automatically imported into

FIS/fci – no need for printing and scanning.

As an alternative to EDI invoice transactions,

the paperless processing of attachments runs

continuously in the background.

Paper invoices are scanned and the captured image

forwarded to the import module of FIS/fci.

Freeform Recognition Technology is employed

by FIS/fci to automatically seek key words and

regular expressions to find the required invoice

content automatically – irrespective of the invoice

layout, significantly reducing the data-entry tasks

of the accounts team.

The co-ordinates of the data positions are stored

within an intelligent knowledge base. The knowledge

base also stores the completion information from the

AP team to ensure that new invoices from the same

supplier will be read automatically. Using this

methodology, invoice completions are reduced as

the intelligent knowledge base becomes conditioned

with statistical data from larger invoice volumes.

FIS/edc: Intelligent Documented Reading with FIS/fci

Automated Document Reading from Day 1

Automatic Reading of Email Invoice Attachments

Intelligent Knowledge Base Population

Free-form recognition technology

allows key invoice data to be

extracted from the invoice without

the need for manually drawn

templates (for each supplier),

configuration or programming.

Fuzzy-technology compensates for

poorer scan quality and

incomplete / inaccurate data within

the SAP supplier master file.

Invoice data is validated and

checked for arithmetic agreements

between net, tax and gross

amounts as well as extracting line

level items.

FIS/fci comprehends invoices

presented in most foreign

languages and incorporates

country specific rules.

Many organisations extend the

invoice processing system to other

incoming documents – the Email

reading function delivers a

rewarding financial return as

minimal human intervention is

necessary.

Invoice data extracted by FIS/fci

undergoes stringent plausibility

checks prior to being transferred to

FIS/edc.

Recognition rates for invoices are increased as the intelligent

knowledge base becomes populated and the software accurately

lifts the invoice content based on the success of previous invoices

from the same supplier.

FIS/fci also has a reporting suite of functions to identifies suppliers

by volume and number of invoices read without human intervention.

FIS/edc (invoice monitor) Matching and Through Posting

Automated Posting Attempt for MM (PO reference) invoices

Worklist — query management in SAP environment for Accounts Team

Approval workflow (Web Dynpro) - including Goods Receipts

FIS/edc

(Electronic Document Center)

FIS/edc receives the data from

FIS/fci and then performs a

posting attempt in SAP ERP.

For a successful post, MM

invoices need to be balanced

against open orders and goods

receipts within pre-set

tolerances.

FI invoices are directly assigned

to individuals in AP (i.e. via

worklists) or to approvers (i.e.

via email to WebDynpro

workflow function). The rule-set

for invoice assignments is held

within the customising and

decisioning function of FIS/edc.

FIS/edc provides additional

functionality for AP users

including:

Automatic letter of rejection to

be sent to vendors with

persistent errors.

Accruals reporting for parked

invoices.

Invoice workflow status

management via traffic light

overview.

Pre-set approval workflows for

FI invoices depending on

vendor, value and content.

Comprehensive invoice history /

audit trail on all invoices.

The "Through-posting" Fiori app graphically displays the

percentage of automatically posted documents compared to the total

number of documents. The app also displays the through-posting rate

for selected top vendors to identify issues with vendor master-data or in

vendor invoice layouts This app supports the user in process mining and

is used to model process optimisation potential reports.

FIS/edc FIS Web Dynpro Approval Workflow - FIS Fiori apps

Simplified Approval Workflow

Presents Invoice Data in an intuitive ‘Web-form’

SAP Fiori technology for mobile devices

Approvers are normally alerted via

email that a new invoice has been

forwarded for review.

FIS Web Dynpro Approval Workflow

The Web Dynpro technology

environment provides a simplified view

of the invoice to the approver. The

approver is presented with the invoice

image, history and the reason for the

required action.

The approval workflow design provides a straightforward

decisioning GUI. Simple functions also allow the user to code and

receipt the invoice directly from within the approval process.

The ‘Approve Vendor Invoices’ Fiori app could also be used for

approvers with tablets, smartphones or desktop computers.

The FIS app supports the approval workflow for FI and MM invoices

and can be called via the SAP LaunchPad or as a directlink.

FIS/edc: SMART Technology Combinations

The FIS/edc solution can be extended beyond invoice processing – utilising the existing modules:

Sales Orders

Sales Order Confirmations

General Documents –Delivery Notes, Correspondence, Terms and Conditions etc

Payment Advice Notes

One-time vendors (CpD accounts)

whose details are captured with FIS/fci

are passed into FIS/edc. The new

vendor details are forwarded to an SAP

master data colleague.

Vendor statements are

emailed or scanned and

forwarded in the import

folder of FIS/fci. Statement

data is then read at the date

specified on the document.

The statement data is then compared to Vendor Account balances in SAP ERP. The VSM presents the

statements with unequal balances. VSM significantly reduces the workload of the AP team —

highlighting vendors with variant balances, reducing data-entry and manual checks for all statements.

FIS WebArchive provides a secure storage library of financial documents

process ed with FIS/edc.

The documents are presented in FIS/edc and also within relevant SAP screens.

Once the vendor has been confirmed, the invoice is then advanced

by the accounts team. The combined functionality of FIS/fci, FIS/edc

and FIS/mpm ensures that data quality is optimised and time

consuming data entry-tasks for vendor maintenance are minimised.

Combination of SMART technologies

Simplified New Vendor Maintenance

Secure Document Storage

FIS/edc Contact Details

FIS Information Systems UK Limited

One Central Park

Northampton Road

Manchester UK

M40 5BP

www.fis-uk.eu

info@fis-uk.eu

T: +44 (0) 3333 20 80 30