OUTPUT MANAGEMENT BEST PROACTICES

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OUTPUT MANAGEMENT BEST PROACTICES

• Session 9980
• Using Create!form and RightFax

Presented by Kirk Works, Gallatin Steel
Company Jeff Nicholson, Bottomline Technologies
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About Gallatin Steel Company

• Founded in 1995
• Gallatin Steel operates one of the most
  technologically advanced manufacturing facilities
  in the world
• Joint venture between Dofasco Inc. and Gerdau
  Ameristeel
• Located on the Ohio River
• in Ghent, Kentucky
• ISO/TS 16949 Certification
• 425 employees
• Subsidiary Ghent Steel

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Reason for Output Management System

• Implementation of new Financial System in 2000
  (J.D. Edwards)
• Needed Output Management System because J.D.
  Edwards output was not acceptable

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Gallatin Steel Output Management System Objectives

• Integrate seamlessly with J.D. Edwards OneWorld
• Find a robust, scalable and flexible e-forms
  package to grow with company
• Package to support no pre-printed forms
  strategy
• Solution must fit with best practices philosophy

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Output Management System Selection Process

• Looked at three manufacturers
• Optio Software
• Formscape
• Create!form (Bottomline)
• Web Demo of the Products
• Final Choice was between Formscape Create!form
• Purchased Create!form in fall of 2000

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Reasons why Create!form was Selected

• Ease of use can manage ourselves
• Most modular in nature
• Tight integration to the J.D. Edwards
  architecture
• Fast to implement

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Create!form Implementation Configuration

• Onsite Implementation Training for 3 days
• Overview of the Create!form system
• Installation Configuration of all Create!form
  software
• Installation Configuration of RightFax
• Developed Tested AP Checks

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AP Check Design Process

• Designed using Create!form Designer for J.D.
  Edwards OneWorld
• Need sample PDF output file from J.D. Edwards
• Best to have a large output file with several
  examples ( amounts less than 2,500 and greater
  than 2,500 and with multiple page remittance)

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AP Check in Production

• Transfer AP Check form from Development
  environment to the Production environment
• Define the Create!stream printer in J.D. Edwards
• Print the AP Checks on printer in Accounts
  Payable department
• Used about a year before implementing Positive
  Pay

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Gallatin Steel Decides to Implement Positive Pay
(2002)

• Selected CheckDefense from Create!form because of
  the seamless integration with our AP Check
  printing process and the ability to transmit the
  positive pay file to the bank
• Plug-and-play operation with our Create!form
  environment
• Had everything we needed in one package including
  audit trails

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Create!form and Positive Pay

• What is Positive Pay?
• Check fraud prevention
• Automated process
• Generates a file to transmit to the bank
• Bank will only honor checks where the check
  number and amount match the positive pay file

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Create!form and Positive Pay

• How its Done
• Using Create!form and Create!stream Extract
• Automatically extracts specified data from a
  check run and generates the positive pay text
  file
• Positive pay file is imported into CheckDefense
  and transmitted to the bank via modem or internet
• The bank references each check presented for
  payment to the Positive Pay transmissions

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Create!stream Setup for AP Checks

• Setup Create!stream to process the spool file
  from J.D. Edwards (R04572_GSCCHECK)
• Print the AP Check on the printer
• Create the CSV file using Create!streams extract
  feature

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Next Area of Implementation

• After we finished the AP check design, testing
  and implementation, we then moved onto our next
  area
• J.D. Edwards Purchase Orders
• Needed for our go live with J.D. Edwards Purchase
  Orders in August 2001

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Purchase Orders

• Problem with Old Fax System
• Did not support batch faxing, each Purchase Order
  had to be faxed individually
• This process was very time consuming for the
  Purchasing department
• Create!form and RightFax solved this problem
  using Create!fax
• Can move report sections to different locations
  on the page

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Purchase Order Design

• Purchase Orders were designed and implemented
  with no outside help
• R435500 Report was changed in J.D. Edwards to
  include the fax number of the vendor
• Output from J.D. Edwards is in landscape changed
  in Create!form to portrait
• Have two Purchase Order Designs
• Gallatin Steel Company (R435500_GS)
• Ghent Steel (R435500_GSI)
• The only difference is the logo and ship to
  address

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Create!stream Process Automation

• Create!stream was then set up to dynamically
  process the R43500 PO based upon
• Split Rule
• Fax or Print destination
• If fax number is not equal to an then Print
  the Purchase Order to the RighFax printer using
  a job ticket template
• cpBegin
• cpParam-fp
• cpParam-sR43500
• cpFaxBegin
• ltTOFAXNUM !ToFaxNum!gt
• ltToName !ToFaxName!gt
• ltBILLINFO1!BILLINFO1!gt
• cpFaxEnd
• cpEnd
• Fax Number and Fax Name are mapped from the
  Purchase Order

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Create!form and RightFax Purchase Order
Experiences

• Purchasing Department Users only have to create
  and print the spool file in J.D. Edwards (R43500)
  the rest is done automatically
• Same process is used for both companies
• Huge time savings from faxing Purchase Orders
  individually

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RightFax Process

• RightFax queues up the individual Purchase Orders
  and faxes them to the suppliers using the fax
  number on the original J.D. Edwards output
• The Users verify that the faxes were sent
  successfully using the RightFax Fax Util
• No fax cover sheet

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Create!form and RightFax Invoice Experiences

• Raw Material Receiving Department Users only have
  to create and print the spool file, the rest is
  done automatically
• The Users verify that the faxes were sent
  successfully using the RightFax Fax Util
• Huge time savings from faxing the Invoices
  manually at a standalone fax machine

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Overall Experiences

• Seamless integration with J.D. Edwards OneWorld
  PDF
• Quick implementation
• Up and running including first check in just 3
  days
• Changes are fast and easy
• Recent address change, new entity and bank
  account additions and font changes took only 10
  minutes
• Make special notations on check stub and purchase
  orders

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Overall Experiences

• Improved business processes
• Eliminated manual faxing
• Huge time savings
• Users are very satisfied with the overall process
• Positive pay prevents against check fraud and is
  transparent
• Saving money by not having any pre-printed forms

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Whats Next

• ACH vendor payments with the remittance advice
  emailed automatically using Create!email and
  creating the ACH file to transmit to the bank
  using the extract feature in Create!stream
• Considering emailing AR Statements, Delinquency
  Notices and Purchase Order using Create!email
  to reduce the cost of faxing

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Questions ??

• Contact information
• Kirk Works
• Process Manager, Information SystemsGallatin
  Steel CompanyPhone 859-567-3157Email
  kirk.works_at_gallatinsteel.com
• Jeff Nicholson
• Director of Product MarketingBottomline
  TechnologiesPhone 603-501-6205Email
  jnicholson_at_bottomline.com