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1

EASY Invoices Project Building together our
common business processes
Easy Invoices
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Agenda

• Our project
• Objectives
• Project scope
• Project partners
• Technical overview
• Change management and organization impact
• Initial processes
• Target processes
• Results

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Project objectives

• E_at_SY Invoices Easy AccesS to Your Invoice
• The objective of the E_at_SY Invoices project is to
  design and to implement an integrated Receipt to
  Pay Process enabling to reach significant
  improvements and significant business benefits.
• The E_at_SY Invoices project supports the aim to
  build a common harmonized Receipt to Pay
  Process for the 23 countries of GOAL and France.
• E_at_SY Invoices is fully integrated and align with
  other major projects / systems.
• EASY and protected access to your invoices within
  your processes and systems.

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Statistics- France

• Important volumes
• 360 000 Invoices / year
• 25 000 active vendors
• 15 sites
• 15 company codes
• Different actors Aventis requesters- buyers-
  receivers- AP clerk- Approvers
• Constraints
• 1 200 daily invoices
• Any delay can slow down the productivity

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E_at_SY Invoices scope

• E_at_SY Invoices enables to track and manage the
  vendor document handling with or without order up
  to its settlement, while managing all the claims
  and workflow.

Business requirement
Expression
Gestion
Order
Traitement
Invoice
Invoices
Factures
Manage-ment
Reception
Payment
Réception
du
besoin
de la
de la
Paiement
handling
approved
valides
throuh Req.
via DA
facture
DA
Facture
Req
Invoice
Cde
BL
Règlmt
Order
DL
Payment
Traitement
Workflow Mgt
Factures non
for non approved
valides
invoices
GOAL
GOAL
DIAPASON
DIAPASON
ATHENA
CORE
CORE
ATHENA
ECI
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E_at_SY Invoices functional scope

• Split in three modules, E_at_SY Invoices enables and
  eases
• The invoices posting with E_at_SY Accounting
• The invoices approval and claims management
  through E_at_SY Approval
• The permanent access to the invoices through E_at_SY
  Access

E_at_SY Accounting
Approving
Posting

• Automatic E-Mail where required for FI invoices
  and/or MM invoices with claims
• Monitoring of Approval status of any invoices in
  the workflow and escalation process
• Management and integration in SAP of electronic
  approvals
• Process description and status per invoice, from
  scanning to settlement

• Scanning of vendor invoices
• Archiving or paper documents
• Recognition of invoices templates per vendor
• Interpret the relevant fields of vendor invoices
• Fields control by applying SAP checking rules
• Integration of validated information in SAP for
  invoices posting

E_at_SY Access
E_at_SY Approval
Monitoring

• Reduction of paper circulation
• Permanent access to vendor invoices from SAP
  and/or through E_at_SY Approval or E_at_SY Access
• Monitoring reporting of invoices throughout the
  process
• Audit trail functionalities
• Cash flow optimisation

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Project Partners
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Full Process - Overview
Process monitoring Invoice Ledger
Scan
Archive
PaperArchive
Workflow
Email notification to the user
Interpret
Verify
Transfer
Learn/ Optimise
Yes
Pay
Modify/Post
Post/ Park
Approval Required?
No
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Technical overview
SAP
ReadSoft
Transfer
ReadSoft sends to SAP invoice related information
to Post or Park

• Post (IDOC...)
• Invoice detail
• IXOS Archive id

FI park
MM post (and blocked)
FI post
IXOS eCON Server (Archive)
R/3 Object (FI / MM Invoice)
Invoice number
IXOS document number
xxxxxx
1000
1801
R/3 Link Table at Archive Link
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Change management and organisation impactInitial
Réception des factures
Tri des factures
Préparation des BàP
Saisie des factures avec commande
Tri des factures dans chaque pôle et échanges
entre pôles
Approbations, relances
Archivage papier
Factures bloquées ?
Saisie SAP
Comptabilisation
Demandes dinformation
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Change management and organisation impactTarget
Réception des factures
Tri des factures
Workflow automatique dalerte ou dapprobation
Interprétation Comptabilisation MM
Scannérisation
Validation comptable
Archivage papier
Accès à la facture et à son statut
Comptabilisation
Comptables
Demandeur
Acheteur
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Results

• Improved  Accounts Payable  processes
• Centralized invoice reception
• immediate archiving and image availability
• No more paper circulation
• Claim management based on IXOS workflow
• Improved  client service 
• Systematic treatment of vendor calls
• Optimized approval flow
• Better communication with internal customers
  (requester, approvers, budget holders..)
• Complete alignment with accounting rules and
  controlling

13
Thank you.