Cloud-Based E-Invoicing

Lessons to Improve Multi-National Compliance and
Reduce A/R, and A/P Costs Using the Latest Cloud-
Based E-Invoicing Solution
Sebastian Vitzthum
SAP Asia Pte Ltd

Agenda

Background and Introduction
SAP Cloud Solutions Overview
Business Network Solutions
Focus on E-Invoicing: Key Trends and Issues
SAP E-Invoicing for Compliance OnDemand
Wrap-up and Discussion

© 2012 SAP AG. All rights reserved. 1

Agenda



… A Long-Standing, Sustainable Relationship Became
One Family

Congratulations to both
companies. It makes sense.
The industry has been “...This makes absolute
speculating about it for sense to me.”
years. Good luck – it is a
good move!” Duncan Jones, Forrester

Massimo Pezzini, Gartner

“Congratulations – it makes “SAP acquires EDI specialist “One of my predictions for
“Customers will be happy a lot of sense.” Crossgate-Business-to- 2011 was validated
about this.” Business Networking yesterday.”
Josh Greenbaum, Provider will strengthen ERP
Maureen Fleming, IDC Enterprise Applications giant's reach.” Adrian Gonzalez
Consulting Logistics Viewpoints
Computerworld UK


SAP Information Interchange OnDemand

www.youtube.com/watch?v=1l4Vnavhhrw


Agenda



SAP Cloud Strategy
The SAP Product Strategy Embraces the Cloud

Cloud 24 Industries

11 Lines of Business
Mobile

Analytics Go to
Market
Applications

Database and Technology

Powered by SAP HANA


SAP Cloud Strategy
SAP’s Focus in the Cloud – Design Principles

People- Open
Centric Integration
Customers

People Money

SAP & Ecosystem
Hybrid with Existing
Apps
On-Premise
Suppliers

One Cloud Platform, Social, Mobile, Big Data

SAP Cloud Strategy
SAP’s Strategic Cloud Themes – Key Value

Embracing social as Aligning everyone with
primary channel to the company objectives
engage with customers
Empowering people to
Shifting focus from take charge of their
Customers People
sales efficiency to sales career
effectiveness

Making financial impact Tapping into networks
transparent for any of suppliers to increase
business decision efficiency, reach, and
access
Providing business
Money context for any financial Leveraging real-time Suppliers
decision insight from global
networks

One Cloud Platform, Social, Mobile, Big Data

Agenda



Businesses Are More Reliant on Their Network of Partners
than Ever Before

Trend #1: Increasing Complexity of Network
New markets, mergers and acquisitions,
global supply chain
Increasing number of business partners and
subsidiaries

Trend #2: Accelerated Speed of Business
New product and services introductions; new
suppliers and partners
Rapid partner on-/off-boarding due to Ability to collaborate Ability to collaborate
changing market conditions with network of key with network of key
suppliers customers

B2B Integration and Collaboration: Strategies for Building a ROI
Business Case, Aberdeen Group, June 2011

“”
… thanks to an ever-more-globalized business environment, more large companies now see attractive market
opportunities beyond their borders, further highlighting the need to establish an efficient B2B infrastructure with local
subsidiaries and suppliers.
Gartner, 12 October 2010, Market Trends: Application Infrastructure and Middleware Software, Worldwide, 2009-2014


Traditional B2B and Trading Partner Integration
Complex, Time Consuming, & Costly

20-37
days to enable a single
57%
experienced production
partner outage due to lack of B2B
connectivity

$15,000 65%
internal cost per partner performed inadequate
interface testing of B2B prior to new
ERP launches

Integration Issues:
Point-to-Point Mappings
90%
had ERP project delays
37%
said B2B integration staff
Constant Business Changes
Regional Process Regulations
due to B2B integration were supporting ERP- Time & Material Projects
issues related projects

Source: “B2B Collaboration: Assessing the ROI of Process Integration”, Aberdeen Group, July 2006;
“ERP Projects Create Significant B2B Opportunities”, AMR, August 2009


Companies Are Increasingly Doing Business
Across Boundaries

Business networks are both internal and external,
and collaboration within networks is both structured and unstructured

Key drivers for business networks
Collaborate with business partners
Manage increasing complexity Headquarters
Plants

Accelerate time to act/react Regional Offices
Regional
Headquarters

Partner
Distributors Supplier

Key customer expectations Distribution
Centers

Do it cheaper!
Joint Ventures Subsidiary
Manufacturing Site

Do it faster! Sales Office

Do it with better quality!
Do it with lower risk!
Do it for me!

Business Network solutions solve these tasks!

SAP Enables the “Extended Enterprise” OnDemand

SAP and Non-SAP Solutions SAP and Non-SAP Solutions

End customer
Suppliers
SAP Information Interchange OnDemand

Financial SAP NetWeaver
Services, Warehouse
Government
Orders In-/Outbound Process Integration Delivery JIT In-/Outbound

Orders Ack. In-/Outbound Inventory Report In-/Outbound
SAP ERP Financial
Production Services,
sites Invoice In-/Outbound Self Billing Invoice In-/Outbound Government
SAP
Logistics
ASN In-/Outbound TM, APO, WMS Shipment In-/Outbound
Logistics
Service Service
Providers
and Carriers Delivery Forecast In-/Outbound SAP Procurement Enterprise Service
Providers
and Carriers

Remittance Advice In-/Outbound SAP Supply Chain Other Processes, Docs, etc.
Outsourced Management Retailer
Manufacturers

Third-Party Solutions
… …

Leverage ready-to-run B2B content maintained over lifecycle

The Value Proposition in a Nutshell

Traditional Approach SAP II OnDemand

ORDERS ORDERS
INVOICE 8 INVOICE 8
4 4
1 9 1 9
E E
EDI application

24 5 2 5
R 2 10
R 2 10
P 6
P 6
3 11 3 11
7 7
12 12

• Customer builds 24 interfaces • Customer builds two ERP profiles
• SW, HW investments + FTE allocation • Strong 24/7 SLA
• Limited scalability (new projects) • Lower TCO
• Limited possibility to reutilize knowledge • Faster and more flexible approach
• SLA necessity (CUS penalties)


Reusable Content (Partner Profiles of the Network)
1. Normalization of
SAP II XML 2. Activation of trading
partners (all formats)

EXAMPLE OF ALREADY ACTIVATED TRADING PARTNERS
Trade, CPG repository

3. Strong 24/7 SLA

With SAP II OnDemand, you get access to the repository of
partner profiles from SAP instead of creating mappings yourself
Companies connect once per business process and can easily
add partner profiles (orders with Tesco), independently from
their availability in the repository (will simply be added)

Automotive repository

SAP Information Interchange Will Help Improve EBIT
Margin

Conservative estimate
Annual Value Potential using SAP Information
$ XXX k $ XXX k Likely scenario
named EDI relations Interchange
One-time benefits

Operational Benefits Technology Benefits
Inventory Management
EDI Management Additional strategic
1,5% 1,0%
Reduce EDI Management Costs 75% 90% benefits not quantified in
Reduce Days in Inventory the business case:
Reduce Inventory
5% 7%
Obsolescence/Write offs Build trusted relationship
On Demand Service with your supply base
Procurement Improve IT function efficiency 50% 70%
Increase service levels to
Reduce Cost due to better
Supplier Collaboration
5% 7% B2B Partners
Improve Procurement function Offer new service to
50% 60%
efficiency suppliers along the value
chain
Simplify the invoicing
process
Expand supplier
relationship and allow for
real-time insight into the
supply chain

Note: Benefits are estimated in an outside-in manner for the company stipulating previous SAP engagements and benchmarks


Agenda



Industry Data Confirms Paper-Based Payables Processes
Are Inefficient and Expensive

Pain Points in Payables Operations
(scale of 1 to 5, where 5 is the highest)

Manual data entry 3.3

Resolving errors 3.2
and exceptions

Routing of invoices for 3.1
approval

Lack of visibility across 2.7
invoice-to-pay processes

Lost or missing invoices 2.6

Inability to accurately 2.6
forecast liabilities

PayStream Advisors, IWA Summit


Error-Prone Paper-Based Processes Are Inefficient and
Can Damage Relationships with Customers and
Suppliers

Customers

Customers Accounting/
Purchasing
Finance

Suppliers
CFO

Suppliers


Error-Prone Paper-Based Processes Are Inefficient and
Can Damage Relationships with Customers and
Suppliers (cont.)

1. Customers 3. Purchasing
Electronic billing Resolving problem
mandates invoices
Format and country- Missed cash discounts
specific requirements
Accounting/
Purchasing
Finance

2. Accounting and 4. Suppliers
Finance Lost paper invoices
CFO
No universal view of Late payments slow
departmental invoices cash flow
High cost per invoice

5. CIO/CFO
Increase compliance risks
Higher cost of capital, lower productivity


E-Invoicing Compliance Speed Invoice Delivery and
Receipt, Delivering Tangible Cost Savings

Estimated Benefits
Operating Costs* % Impact
Cost-per-invoice 50% decrease
Return on investment (ROI) 12 months or less
Headcount (FTE) redeployment 25%-50%
Vendor hotline traffic 50-75% decrease

“
Today’s needs for cost-containment, productivity enhancement, and risk-management have
highlighted the limitations of traditional, paper-based methods of accounts payable and
procurement processes.
PayStream Advisors
”

* Customer examples compiled from typical cases in the industry

What Does This Mean for Your Business?

Top Executive Issues

Financial Operations

Ensure compliance in all countries
Meet sustainability goals by driving paperless business networks
Increase productivity so staff is focused on activities that add the most value

Payables Receivables

Achieve invoice processing cost reduction, Reduce Days Sales Outstanding (DSO)
maintain accuracy, and capture more with automated e-billing processes
discounts
Reduce cost of receivables processing
Pay vendors on time and accurately, while ensuring timely invoice delivery to
improving vendor relations customers


E-Invoicing Increases Transparency, Productivity,
Compliance, and Business Partner Satisfaction

1. Customers 3. Purchasing
Comply with electronic Increased productivity
billing goals Greater percentage of
Automate processes cash discounts
to improve supplier captured
e-Invoicing Accounting/ Lower cost of goods
Purchasing purchased
Finance

2. Accounting and 4. Suppliers
Finance Improved vendor
CFO
Consistent payments relationships
across countries and Reduced DSO
organizations Improved cash flow
Lower cost of capital
5. CIO/CFO
Global visibility
Stronger controls, audits, and improved compliance
Integrated systems and processes

Going Paperless Can Improve Speed, Accuracy, and
Compliance While Reducing Costs

Outbound E-Invoicing
CFO Inbound E-Invoicing
(E-Billing)

How do I improve our financial How do I provide my customers How can I standardize and
operations processes? with paperless bills? accelerate invoice receipt and
retention?

Improve productivity Reduce cost per outgoing invoice Eliminate manual data entry
Compliant record keeping Eliminate paper and postage errors: reduce disputes,
rejections, and re-submissions
Complete audit trails Speed compliance with customer
format mandates Eliminate manual reconciliation
effort
Shorten customer-to-cash cycle
times Increase on-time payment
percentage


Agenda



SAP E-Invoicing for Compliance OnDemand: Overview

Accounts Payable (Suppliers) Accounts Receivables (Customers)

Signed
PDF +
XML
Your Company EDI

Supplier 1 Customer A

Supplier 3 Customer C
SAP E-Invoicing Signed
Supplier 4 EDI EDI Customer D
for Compliance
Supplier 5 Customer E
VAN B2B Hub

Email signed
EDIFACT Archive Electronic PDF
Signature
Verification
Supplier 2 Customer
B

Archive Trust
Center


Objectives, Issues, Capabilities, and Benefits

Objective: Reduce dependence on paper-based invoices
(E-Billing) Best practice solution: Automated, standardized invoice transmission
via EDI or PDF/email directly into customer systems

Issues Key Business Capabilities Benefits
Most invoices sent in paper Send outbound PDF invoice Improved DSO: Reduced
format – driving higher handling via email number of missing invoices
costs and streamlining customer’s
Send outbound EDI and/or
internal review process
Legal and tax requirements PDF invoice via E-mail
vary by country Lower operating costs: More
Digital signatures
efficient handling of high-
Costs associated with non-
Legal and compliance checks volume processing; handling,
standard provider interfaces
as required printing; postage and savings
Compliance requirements
met: No more fines


SAP E-Invoicing Compliance by Crossgate

SAP Solution
Outbound
E-Invoicing Provide invoices to your customers in the format they
demand
Provide compliant digital signatures
Digitally Sign Invoice
Improve productivity of A/R department accounting shared
service

Send PDF via Email
SAP Differentiators
Integration: Integrates with SAP back-end systems for
Send EDI accounts receivables
Support: Solution is covered with enterprise support from
SAP and Crossgate
Check Legal Compliance Scalability: Ability to dispatch large volumes of invoices
from shared service centers


Outbound E-Invoicing for Accounts Receivable
Process Overview

Automate and standardize the end-to-end outbound invoicing process to
improve productivity, reduce error rates, and implement important
compliance controls related to invoice processing and transmission

Process Steps

Validate Process Transmit
Initial Setup
E-Invoice E-Invoice E-Invoice

On-board Business Receive data from Content check (email Send documents via
Partner, including ERP system address, country EDI or email
profile creation information)
Generate PDF Self-Archive signed
Update customer (if necessary) Digitally sign documents in ERP
billing delivery document system
Validate format
preferences in ERP
(XML, iDOC, PDF)
system


Accounts Receivable Process

SAP

SAP
E-Invoicing 1. Digital
Billing Data
for Signature
3. Compliance Validation
OnDemand
SAP ERP

Archiving
(optional) 2.

Archiving
Compliance
(optional)
Checks

3.

Email + PDF EDI EDI

Customer Customer
Hub
A B


Inbound E-Invoicing
Objectives, Issues, Capabilities, and Benefits

Objective: Automation and standardization of the end-to-end inbound
invoice processes
Inbound E-Invoicing
Best practice solution: Automated, standardized invoice receipt
via EDI and PDF/email directly from supplier system

Issues Key Business Capabilities Benefits
Error-Prone manual data entry Receive digitally signed PDF Time savings
invoice and EDI
No audit trail Redeployment of personnel to
Validate invoice format and higher value-adding activities
Excessive cost-per-invoice
content
Reduced error rate
Lost or missing invoices delay
Verify authenticity of digital
payment, hurt relationships Improved data accuracy
signature
Create document set and
transmit to ERP for further
processing/archiving


Inbound E-Invoicing
SAP E-Invoicing Compliance by Crossgate

SAP Solution
Inbound Receive electronic invoices via standardized interfaces (PDF invoice,
EDIFACT D96A, signature/verification file)
E-Invoicing
Automatically verify/perform all required format, content, and signatures
Seamlessly transfer invoice data to ERP for further processing,
approvals, and archiving
Receive Electronic Files
Improve productivity of accounting department or accounting shared-
service

Verify Compliance SAP Differentiators
Internal Control: Verify documents and signatures for all incoming
invoices according to compliance requirements in over 38 countries
Direct Access to Global Partner Network: Leverage SAP’s world-class
Transmit Data to ERP network of business partners to accelerate adoption by your suppliers
and increase percentage of electronically received invoices
Straight-Through Invoice Management: Transmit invoices to ERP and
invoice processing systems and archiving, improving quality by
eliminating manual intervention


Inbound E-Invoicing
Process Overview

Harmonize interfaces and processes while retaining their flexibility for scale
(number of invoices) and media (invoice format). This process enables A/P
departments to process and prepare invoices for payment.

Process Steps

Validate Process Transmit
Initial Setup
E-Invoice E-Invoice E-Invoice

On-Board Business Verify and complete Verify PDF Transfer document
Partner, including invoice document set to ERP for further
creation of profile processing in SAP
Format validation Convert EDIFACT
Invoice Management
Update supplier into target XML IDOC
Content validation by OpenText
master records in
Create document set
ERP system Transfer document
set to archive system


Accounts Payable Process

HUB
HUB
HUB
SAP
E-Invoicing Digital
Hubs and Portals for Signature
Compliance Validation
iDOC OnDemand
EDI
Customer

SAP

Fax

Document Invoice Invoice
Payment SAP
Scan Recognition Processing

Paper ERP (FI/AP)
OCR Option SAP Invoice
for SAP Invoice Management by
Management OpenText
by OpenText SAP SRM
Document
Archiving

Email
Document Archiving & Viewing
e.g., SAP Archiving by OpenText


Global Compliance for Global Business

Global E-Invoicing solution*

Australia
Hong
Kong
New
Zealand
United Singapore
States
Canada
Mexico
South
Africa Austria Hungary
Morocco Belgium Iceland Poland
Bulgaria Ireland Portugal
Czech Republic Italy Romania
Cyprus Israel Slovakia
Denmark Latvia Slovenia
Estonia Lithuania Spain
Finland Luxembourg Sweden
France Netherlands Switzerland
Germany Norway UK/GB
Greece

* For countries where legally possible and economically reasonable


Interoperability/Roaming

Setting
Landscape of E-Invoicing providers is growing (over 400 in EU)

SAP roaming interfaces/specification
Network-2-Network interfacing welcomed – SAP is open for other network vendors

European Roaming Backbone
Part of CEN Workshop, EESPA, VeR

Verband Elektronische Rechnung

Sample Crossgate Roaming Partners

e-AutoHub


Agenda



Forward Looking Vision “New
World, New Strategy”…

Rules and regulations governing the exchange of international
“Challenges for global postal sector take centre stage at UN mail, as well as major documents, recommending the way
forum in Doha” – forward in areas such as postal financial services, quality of
www.un.org/apps/news/story.asp?NewsID=42972&Cr=informa service, postal security, e-commerce and trade facilitation
tion+society&Cr1=

“These new realities have known no borders and have
extended to all postal operators worldwide, regardless of their
level of development” – Director General of the UN Universal
Postal Union (UPU), Edouard Dayan

“By serving as natural gateways to the information society, the
world’s postal outlets are helping to ensure universal access to
communications” – Ban Ki-moon

Use Case for Digital Postal Services and SAP Business
Network
Connectivity with SAP Information Interchange and SAP E-Invoicing for Compliance OnDemand:
Is a turnkey solution, allowing the seamless exchange of orders, invoices, pay slips and more electronically provides
additional value (and customers) for Digital Postal Services, as it provides connection to existing SAP customers (via
invoices and orders and more), but can also connect non-SAP customers, consumers, and employees for pay slips easily
Offers pre-defined business partner profiles and process integration
Flexibility for the direct integration of business partners as well as via Hubs and … Digital Postal Services

Customers
Customer Integration via
Digital Postal Service

Supplier
Design Time Business
Community Platform Partner Profiles

Order Invoice

SAP ERP SAP SAP II direct
Item Party Plant
Back-End B2B integration
SAP SCM Location
SAP SRM Integration
SAPIIOD
SAP CRM
3PL

Portals /
Portal
VANs, etc. Warehouse


Proof Points: How SAP Is Delivering Value for Our
Customers

“ “
Volkswagen achieved close to 100% After only a year with Crossgate, we’ve
adaption of paper-based invoices and already seen a return on our investment
credit memos with 10,000 dealerships and we are looking forward to many more
and suppliers. years of success.

Manfred Heise, Volkswagen AG Chris Caracena, Director IT,
Bway Corp
” ”
“ “
We want to keep our internal resources Issue of spare parts invoice for all 1,200
focused on value-added strategic business European dealerships electronically
activities, so outsourcing our B2B enabled in less than 3 months.
enablement was the perfect solution.

Kathy Pramik, Brown Forman Thomas Riech, Suzuki Europe
AVP & Director of
Enterprise Systems

” ”


Proof of Value

Real-Time Insights Connect Transact Collaborate

50% 100% 600 24
greater efficiency paperless within business partners standardized
and improved the first 8 weeks connected for 8 process interfaces
customer with 1,000 processes and 4 replaced 655
satisfaction suppliers million documents point-to-point
mappings

“”
21% of Laggards indicate having the ability to collaborate with a network of key suppliers versus 65% of Best-in-Class
companies. 33% of Laggards indicate the ability to collaborate with a network of key customers versus 56% of Best-in-Class
Companies.
B2B Integration and Collaboration: Strategies for Building a ROI Business Case, Aberdeen Group, June 2011


How About “Your B2B App” on the SAP App Store?


Where to Find More Information

• Top 10 Benefits of Business-to-Business Integration with SAP (SAP E-Book, 2012):
www.sapebook.com/interchange
• Follow us on Twitter @SAPIIOD: www.twitter.com/SAPIIOD
• SAP Information Interchange OnDemand: www.sap.com/b2b
• SAP E-Invoicing for Compliance OnDemand: www.sap.com/einvoicing
• Visit us on Facebook: www.facebook.com/SAPBusinessByDesign
• Join us on LinkedIn: www.linkedin.com/groups?home=&gid=138840&trk=anet_ug_hm&
goback=%2Eanb_138840_*2_*1_*1_*1_*1_*1
• Watch us on YouTube: www.youtube.com/SAPCloud
• Subscribe to our Cloud Blog: http://blogs.sap.com/cloud/


7 Key Points to Take Home

Solution

SAP Business Network Value

Shorten cash-to-cash cycle times
Reduce the days sales outstanding
Eliminate paper, postage, and manual reconciliation effort
Gain control over business processes towards the entire
business network
E2E process visibility for all transactions and processes
Risk mitigation and management of regulatory compliance
Increase customer service via higher acceptance level of
suppliers and customers


Feedback and Q&A

If you liked my presentation, why not tweet about it?

“I attended @SV_SIN #SAP Business Network
presentation @SAPCloud @SAPIIOD! #FINBI2012
#SAPAPJ”

… and if you didn’t, please tell me!


Thank You!
Sebastian Vitzthum
Head of Business Network, Go to Market APJ

SAP Asia Pte Ltd
#03-32 Mapletree Business City
30 Pasir Panjang Road
117440 Singapore

E Sebastian.Vitzthum@sap.com
T +65 6664 4650
M +65 8518 5691
http://twitter.com/SV_SIN

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Cloud-Based E-Invoicing

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