Case Study

SAP Accounts
Payable
Automation
Solution Use Cases & Application Demo
 Our Business How Business Uses Our Products How We Do It

Existing SAP Business Combine Automated Content

Smart Management
Processes are extended
Process Apps for SAP with..
with Nintex process streams SAP Meta Data Provisioning
and ..
Cloud-First Applications
Users upload, work with, BPA (SAP & Nintex)

Optimize search for, create, reference

all enabled by .
Document Driven and collaborate on Packaged SAP/MS Interop
Business Processes documents key to those Technology
processes
Then leverage our.
Domain Expertise in SAP
In the office, from mobile
Processes
devices, and via the Cloud to build...
LOB, Smart Process Applications
for SAP
 OOB SAP Lacks The Business Effect?

Ready-to-Run Workflows
Loss of Efficiency
Unified Invoice Work Center
A/P Longer Process cycles

Automation True Content Management

Greater A/P headcount than
industry norms
for SAP Scan/Capture Facilities
Vendor relation issues
360 degree view of all A/P process
related docs
WHY? Purchasing, Goods Receipt, Contracts, Greater than standard audit costs
Master Data (Vendor, Material),etc.
Non Compliant document
Everyone needs to be inside SAP, even management
just an approver

Process Efficiency Reporting

 Specific Trouble Spots

Duplicate invoices
Missing Coding Information
A/P Missing Invoice Approvals
Automation Invalid/Missing PO Numbers The Business Effect?
for SAP Price Variances $26 Cost, Per Invoice
Processed
Quantity Variances
WHY? Must navigate dozens of SAPGUI
screens
Manual emailing of invoices
Documents & Invoices spread
everywhere
 Smart Invoice Processing for SAP Handles What SAP Does Not

APay for SAP & SharePoint

Nintex
Workflow

PO Invoices, Non-PO Invoices,

Credit Memos & Payment Requests

Nintex

Capture
Platforms and Content Repositories
(O365/SharePoint or legacy ECMs)

Business ROI: Cost per Invoice Reduced From $26 to $9

 APay for SAP A/P Automation
Complete Set of Process Stages
Analysis Content
Capture/ Invoice WorkFlow
Posting & Lifecycle
Ingestion Centers s
Reporting Mgmt.
Capture, validate, Single Screen Work Complete workflow Post to SAP Ledger Operational Content
pre fill SAP Centers series Reports Management with
transaction data All data and Automated cost Seamless
documents 1 click Standard actions, center allocations process analysis ArchiveLink
Store in and work away exceptions integration into
with from reconciliations, check generation SAP ERP
SharePoint & immediately step approvals, etc.
O365 Repositories into processing Prompt Payment
activities and Users can be in- Discounting
workflow side SAP
workflows plus in
SharePoint/O365
Specific SAP Activities
PURCHASE ORDER VALIDATION

DUPLICATE INVOICE CHECK CAPTURE/OCR ACTIVITIES

CAPTURE/OCR AT HEADER LEVEL
VENDOR DATA VALIDATION

NON-PO INVOICE CODING & APPROVAL CAPTURE/OCR AT LINE ITEM LEVEL

NON-PO INVOICE - PARKED INVOICES AUTOMATED WORKFLOW ROUTING (PO

VS. NON-PO INVOICES)
UTILITY INVOICES
VENDOR DATA VALIDATION AGAINST
CONTRACT INVOICES AP MASTER DATA

NON-PO FIELD DISBURSEMENTS

APPROVER/CODER DETERMINATION
PROCESSING IDOC INVOICES
REAL-TIME INVOICE DATA VALIDATION
GOODS RECEIPT VALIDATION WITH PO DATA

INVOICE PARKING AND POSTING

SharePoint/Office365 Activities

INVOICE CODING AND APPROVAL

INVOICE APPROVAL

LAZY EMAIL APPROVAL

APPROVER SUBSTITUTIONS

PRICE DISCREPANCY HANDLING

QUANTITY DISCREPANCY HANDLING

CREDIT MEMO HANDLING AND APPROVAL

EXCEPTION MANAGEMENT
MISSING DOCUMENTATION
INSUFFICIENT FUNDS
VENDOR MAINTENANCE REQUIRED
ACCOUNT ASSIGNMENT ERROR
 APay
DocSet360 Modules

360 Business View of All Procure-to-Pay DocSet Content Centers
Process Supporting Content
Purchasing DocSet Content Centers with Plug-ins for PR Approvals
All documents one-click away

Cross referenced to all related

records & transactions Users Take Action
Create
Doc search by business data Upload
Route for Action
Batch print & download Approve
Input Needed Data
DocSets: SAP Business Meta Data Driven
Copy, move & reassign docs Edit Master Data
Add more documents, etc.

Process Automation Extensions with Nintex

Are Simple, Quick & Easy To Create
 What Does it Take to Do this?
Keep SAP as the System of
Packaged SAP/Microsoft
Record
Interoperability
Let SAP handle the very
sophisticated activities Distributed Workflows (SAP
Invoice Work Centers linked to SharePoint/Nintex)
Dont Duplicate SAP Data!
.NET/Web Services Application
Smart Process Automation
Modules
Add-in SAP Business Logic
Function Modules and Advanced Content Utilization & Content Management System
Workflows Search (SharePoint ArchiveLink
enabled)
Enable Smart distribution Capture & OCR Templates for
of process activities to PO/Non-PO Invoices
Non-Power Users
 Managing Invoice Documents
Using Content Repositories

SharePoint On-Prem
Microsoft O365 or
ArchiveLink ECMs

APay & DocSet

Workspaces for SharePoint/O365
Guest, Partner & User Access

Document & Data Capture

Scan, Drag & Drop, Barcode,
email, Self service upload

Workspaces in SAP
Power Users & Professionals
 IntelliDocX Extensions & APIs for Content Driven Activities
Meta Data Driven

Bi-Directional
Data Access & Workflow Capture Content Store Security
Meta Data Integration Integration Auto Forward Integration
Services
Business & Meta Data Provisioning Services enable
Nintex Workflow Automation's for SAP Processes.
Simply.
APay Differentiators

Workflow streams in SAP real-

360 degree view of the
time connected to SharePoint Intuitive Invoice Centers
procure-to-pay cycle in SAP
process activities users work in SAP & SharePoint
& SharePoint
where it is optimum for them

Bulk Download & Bulk Print Advanced Search Module

for Auditors, etc. (Business Query Based)

Utilize existing SAP invoice Only SAP Certified Solution with

workstreams if desired, and/or TOTAL SharePoint integration - not
with APay ready-to-use templates just a pane of glass!
Customer Example

About Buhler Started in May, Completed in August

A/P Invoice Processing Profiles Top Pain Points Addressed

Buhler Motors manufactures
custom-made drive solutions Invoice Volume: 17,000 EU + 10,000 Lack of Easy-to Use Invoice Cockpit
with DC/BLDC motors, gear Mexico + 12,000 CZ: `40,000 annually Incomplete workflows for reconciliations
motors & pumps.
and even standard processing
With approximately 1700 Avg. Pages per Invoice: 2
Eliminate duplicate and lost invoices
employees at ten locations in
Europe, the USA and Asia and Invoice Types: EDI - 50%, Paper - Vendor complaints about payments
is based in Nuremburg, 30%, Email/web - 20%
Germany Ongoing Support related to Lotus Notes
Number of Vendors: 1400
Buhlers strategic markets Solution Specifics
include the automotive PO/Non PO Split: 63%/37%
SAP ECC 6.0 & Tivoli Storage Manager
industry, the healthcare (existing)
equipment market, the aviation Distributed Processing with 4 Scan
industry and industrial Centers Header Data only SharePoint 2013 for Work Centers
solutions in the field of Kofax Capture/OCR
building automation, Previous Invoice Processing
agriculture, and transportation. Nintex Workflow for SharePoint
Method: Standard SAP/Lotus Notes
APay 3.0 for A/P Automation
Customer Example
APay 3.0 for A/P Automation

Project Objectives What was Delivered Realized Business Benefits

Set-up Capture and OCR Faster Process Cycles
Implement Invoice Work Centers Processing of inbound invoices
Reduced cost per invoice handled
Implement new end-to-end
workflows Invoice images auto-linked to Quicker, more responsive coding & approvals
transactions
Use OCR to capture header data Improved Vendor Relations
& automate certain process steps Gave Users Single Pane Invoice
Allow SharePoint users to code Work Centers inside SAP & O365 Whats Next
and approve invoices Rollout to CZ & N. America in 2017
Deployed Ready-to-run
Set-up automatic approver automations & process flows Implement Nintex lazy approval's via email
substitutions for SharePoint
users SharePoint side purchase req. approvals with
SharePoint and Mobile users can
Nintex
Handle Change Management so code and approve invoices using
as to minimize end user impacts Nintex Workflow Upgrade to SharePoint ECM

Project Cost: ~$85,000 ROI: ~ 6 Months

 Customer Example
Cloud/SaaS A/P Automation

About Dole Started September 2016 , Go-Live in February 2017

Dole Packaged Foods, LLC, is A/P Invoice Processing Profiles Business Needs Addressed
a world leader in growing,
sourcing, distributing, and Invoice Volume: 65,000 Provide an Easy-to Use Invoice Cockpit
marketing fruit and healthy
snacks. Dole sells a full line of Avg. Pages per Invoice: 2 Complete workflows for reconciliations
packaged shelf stable fruit, Timely Vendor payments
frozen fruit, dried fruit, and Invoice Types: Email/web - 90+%
juices. The company focuses Improve A/P Processing Efficiency
on four pillars of sustainability Number of Vendors: 6,000
in all of its operations: water Solution Specifics
management, carbon footprint, PO/Non PO Split: 80%/20% SAP s/4 HANA
soil conservation, and waste
Distributed Ingestion Header Data Gimmals ERP-Link for O365
reduction.
only MS O365 for Cloud ECM & Users
Dole Packaged Foods LLC, a
Previous A/P Processing Method: CumulusPro MS Azure Capture/OCR SaaS
subsidiary of Dole
International Holdings, Inc. Standard SAP & Lotus Notes Nintex Workflow Cloud
and based in Westlake Village,
APay 3.0 for S/4 & O365, APay Cloud
CA.
Capture Module
Customer Example
Cloud/SaaS A/P Automation

Project Objectives

Implement A/P automation in What Is Being Delivered Realized Business Benefits

concert with wholesale move Shorter A/P Process Cycles
Set-up Cloud-based Capture and
to Cloud ERP & O365
OCR Processing of inbound invoices Reduced cost per invoice handled
Give A/P Dept. Consolidated
Invoice images/pdfs auto-linked to Improved Vendor Relations
Invoice Work Centers
transactions /stored in O365 ECM Reduced IT Infrastructure Costs: Cloud & SaaS
Implement workflows for key
process scenarios Give Users Single Pane Invoice Work Scalable, Future Ready Platform to support
Centers inside SAP and in O365 accelerated growth
Use OCR to capture header
data & automate certain Deployed Ready-to-run automations
process steps & process flows Whats Next
Allow SharePoint based users
SharePoint and Mobile users can Implement Line Item Capture & 3 Way Match
to code/approve invoices and code and approve invoices using (further shorten process cycles)
handle reconciliations for Nintex Workflow Cloud
price, quantities & credit
memos
Go-Live March 2017 (est.)
Non-PO invoice coding and approval
Release of blocked invoice
Lazy Approval
 Summary
Optimizing SAP Document Driven Processes
Business Value ROI Metrics
Reduced process cycle times & cost per
customer processing 120,000 invoices
processed item
per year, saves $1.4M annually in
Greater people productivity operation costs
Realizable Efficient Content Automation
Customer with 3,000 users handling
Business Value Reduced software chargebacks to the 20,000 Sales Contracts (services) a year,
business estimates the time savings per contract is
6 hours; a 120,000 person-hour savings
Done Smart per year
IT Value
Done Simple Lower Costs, Quicker Time to Realization
IntelliDocX App with 300 users (60 SAP
Systems Consolidation and leverage of users and 240 SharePoint) saves the
existing SharePoint assets business $225,000 in reduced seat license
chargebacks, plus efficiency gains
Less expensive TCO than historically
experienced with legacy systems 1/10th Cost of Legacy ECM+BPM systems

Path to realizing the benefits & ROI by

utilizing the Cloud
Customer
Excerpt
 www.intellidocx.com
Americas Europe Asia Pacific [email protected]
[email protected] [email protected] [email protected]
[email protected]
 Lines of Business Covered

Intelligent work centers inside SAP,

SAP Hana cloud, Microsoft
SharePoint & Microsoft O365 cloud

Ready-to-Run, out-of-the box, SAP

to Microsoft interoperability

Business documents stored in

Microsoft Cloud

Incorporate all needed SAP

business logic, workflow actions,
content actions and data handling

Implementing IntelliDocX
applications ranges from 4 days to 4
weeks; based on application
breadth

Process improvement extensions DocSet Modules

easily realized using customers
standard SAP & Microsoft Visual Intelligent, Meta Data Driven
Studio tools Document Processing
Cloud Delivered
 Cumbersome document handling in complex SAP Screens

No OOB capability to connect Scan/Capture functionality to SAP Processes

SAP does not have the concept of Content Centers - everything is

transaction centered

Process Inefficiency and Reduced User Productivity when handling

What SAP documents
Shortcomings are No Document Search by relevant Business Data
DocSets Addressing?
8-15 screen jumps to find all documents related to a SAP
Transaction/Process stream
To Name a Few..
No ability to batch Print and download sets of documents

No ability to scan/attach documents at the line item level (POs, Invoices, etc.)

Users have to be in-side SAP

No connectivity to SharePoint workflows for Document processing actions

 Document Processing Solutions for SAP
Line of Financial
Purchasing
Delivery
Sales Projects
Plant
Master Data
Human
Business Accounting Management Maintenance Resources

Smart ABAP
Process .NET & Web Services APay & DocSets
Applications HTML5 Content Centers
DocSet

Meta Data SAP Event SAP Function

Services Subscriber
Meta Data Processor
Modules

Runtime
ArchiveLink ECM Service .NET/WS Connector for Data Services
Adapters

Web Apps &

Backend SharePoint
ArchiveLink ECM (Systems of
Systems (System of record) Office 365
engagement)