Electronic supplier Invoicing @KPN Luc Crousen 21-may-2014 [email protected] 0 Agenda • Introduction • Trading Partner project • In detail: • Architecture • Trading Partner • Supplier • Process 1 Introduction 2 KPN Organisation KPN NL Finance SSO Consumer Market 3 Business Market Innovation Netco Shared Service Organisation (SSO) SSO Secretariaat SSC Accounting Verzorgt de administratie voor de KPN NL onderdelen. SSC Billing Verzorgt de gehele facturering naar de Consumenten en Zakelijke markt. Enerzijds door dagelijkse uitvoering en besturing en anderzijds door projecten die leiden tot vereenvoudiging en kostenreductie van het billingwerkveld. Control SSC Supply Chain SSC Collections Verzorgt de logistieke planning, AP factuurregistratie en administratieve inkoopactiviteite n voor alle KPN NL onderdelen.. Verzorgt de inning van gelden, het debiteurenbeheer en creditmanagement voor KPN Consumentenen Zakelijke Markt. SSC Management Information Levert management informatie rapporten voor heel KPN NL. SSC Financial Projects Services Verzorgt de administratieve ondersteuning van projecten voor alle KPN NL onderdelen. Real Estate Management Verzorgt de facilitaire dienstverlening en het vastgoedbeheer van KPN Shared Service Center Supply Chain SSC Supply Chain Communicatie Operations Order to Deliver Verzorgt de logistieke planning van goederen voor alle KPN NL onderdelen. Secretariaat Consulting & Procesbeheer Operations Source to Pay Verzorgt het: * relatiebeheer met stakeholders * uitvoering van projecten om de O2D en S2P ketens te verbeteren en te vernieuwen. *informatievoorziening en – analyse * functioneel beheer van Oracle modules en bijbehorende interfaces. Verzorgt in het S2P proces voor alle KPN NL onderdelen: * administratieve inkoopproces * registratie van facturen * beheer van masterdata mbt leveranciers en items * serviceverlening naar collega’s en leveranciers Source to Pay proces Paar honderd aanvragers vanuit - SSC FPS, - logistieke planners - aanvragers in alle KPN segmenten 6 Procuratiehouders in lijnmanagement en projectmanagement Trading Platform • Business drivers to start with Trading Platform – 2010 • Reduction of FTE • Quality of the process • No manual interaction • Higher speed of processing • Faster payments • More consistence and reliable data • Less rework due to incorrect data • More and more common • Supplier contact • Less contact required between KPN and its suppliers because of failures in the process (less pressure on Supplier Desk) • Environmental reason • No paper invoices 8 Doelstellingen Inkoop via Oracle EBS • KPN wil het percentage elektronische inkoop en facturering verhogen met als voordelen: • • • • • Efficiency Kostenreductie Transparantie Professionalisering van het S2P proces Control • Implementatie van de inkoop modules (iProcurement, PO) en gebruik Trading Platform moet voldoen aan de volgende pijlers: • • • • • 9 Verhogen First time right invoeren en verlagen aantal correcties in S2P keten Uniformiteit en standaardisatie in proces- en systeeminrichting Eenvoud Minimaal maatwerk Aansluiting op besturingswensen Inkoop en Control Implementation process Selection 2010: • RFI/RFQ • Selection of OB10 10 Development 2011: • Alignment way-ofworking with Trading Partner • Interface & functional specs • Development • Integration testing, incl. connectivity (firewalls) Implementation Go-live: 1-nov-2011 • Start supplier onboarding • Supplier setup In detail Architecture Trading Partner Supplier Process 11 Trading Partner Supplier 1 Supplier 2 • Why a Trading Partner? • One-to-may KPN … Supplier n • Process- and IT-work to on-board each supplier • Each supplier will have own requirements • Format • Communication method • Maintainability • High costs Supplier 1 • One-to-one • Single point of contact • One IT implementation only; less development at KPN • No concerns about supplier specific requirements: format independent 12 KPN Trading Platform Supplier 2 … Supplier n Trading Partner Consideration selection of Trading Partner (1) • Pricing (both buyer & supplier) • Reliability • Security policy • “How do you make sure nobody else can see supplier PO’s and Invoices?” • Are (most of) your suppliers connected to this trading partner? • How is Roaming arranged? • Both PO and Invoice • International • Which countries; local presence? • National regulations (like tax) 13 Trading Partner Consideration selection of Trading Partner (2) • Trading Partner provides a service: • They are responsible for compliancy, auditable process • Audits by PWC/KPMG (or other big accounts) • They are responsible for legal invoices, based on local laws • On-boarding capacity: supplier enrollment process executed by Trading Partner • Supplier Support Desk • Supplier can call support desk • Saves a lot of work 14 Trading Partner Consideration selection of Trading Partner (3) • IT specific • Standard format supported? • Datamodel equal (e.g. PO Header / Lines / Shipments)? • Attachments supported (also in PO flow)? • Document types • • • • • • • New PO Change PO Cancel PO Acknowledge Masterdata Timecards Etc • Web access for supplier, and integrated solution • PO’s electronically transferred to suppliers 15 In detail Architecture Trading Partner Supplier Process 16 Architecture - Create new PO’s - Change existing PO’s - Cancel PO’s Purchasing Send PO Letter / e-mail Create/ modify PO 17 Submit for Approval Approve Send XML message Architecture Purchasing Customiz ation XML Gateway - Convert PO into XML message - Send XML message - OAG Standard (Open Applications Group) Incl. KPN Customisations - Supported transport formats: 18 SMTP, HTTP, HTTPS, SOAP, JMS Architecture Purchasing 19 Customiz ation XML Gateway Services of XML Gateway: - Message Designer XML Gateway Setup Execution Engine Transport Agent Architecture Supplier 1 Purchasing Customiz ation XML Gateway https Trading Platform Supplier 2 … Supplier n - Receive XML message - Translate to internal datamodel - Inform supplier 20 Architecture - ‘Transaction Monitor’ gives information about failed transfers Reporting from Trading Platform manually compared to: - Verify that all PO’s are delivered Transaction Monitor Purchasing Reporting Customiz ation XML Gateway https Trading Platform Supplier 1 Supplier 2 … Supplier n 21 Architecture Transaction Monitor Purchasing Supplier 1 Customiz ation XML Gateway https Trading Platform Supplier 2 … Supplier n Invoice Creation: - Convert PO into Invoice - Deliver invoice information via ‘Integrated Solution’ 22 Architecture Transaction Monitor Purchasing Supplier 1 Customiz ation XML Gateway Customiz ation https Trading Platform Supplier 2 … Supplier n - Receive XML Invoice message - OAG Standard Incl. KPN Customisations - Validate information 23 - Supplier known? Does PO exist? Bank account valid? Architecture Transaction Monitor Purchasing Customiz ation XML Gateway AP Open Interface Payables Supplier 1 https Customiz ation Trading Platform Supplier 2 … Supplier n - Load invoice via ‘Open Interface’ into AP - Invoice creation in AP with standard functionalities: 24 Validation Tax calculation Approval Architecture Transaction Monitor Purchasing Supplier 1 Customiz ation XML Gateway AP Open Interface Payables https Trading Platform Customiz ation Supplier 2 … Supplier n @ APRO Imaging - APRO Imaging is used for supplier invoices via: - E-mail Letter mail - Via scanning 25 New development – ISS Supplier 1 XML Gateway AP Open Interface Payables https Trading Platform Customiz ation Supplier 2 … Supplier n Invoice Status Service: - Give invoice status information to suppliers (batch 3x a day) - Like: Approval status; Holds; Due- and Payment date - Customisation (export AP information) - To be launched in Q2 - Benefits: - 26 Better service to our suppliers Reduction of calls to Supplier Desk at KPN New development – APRO eInvoicing Purchasing Customiz ation XML Gtwy sftp Payables AP Open Interface Supplier 1 Trading Platform APRO eInvoicing APRO eInvoicing - Disadvantage XML Gateway: - No support of Direct Invoices - Additional customization required for specials (like ‘thuiskopieerheffing’) - Replacement of XML Gateway by APRO eInvoicing - To be launched in Q3 27 Supplier 2 … Supplier n Roaming • KPN uses OB10 as Trading Platform • But not all our suppliers are using OB10 • Solution: Roaming • Connection between Trading Partners for end-to-end connectivity Supplier 1 KPN OB10 Trading Partner B Supplier 2 Points of attention: • Trading Partners should have mutual agreement • Trading Partners should support required document types (e.g. not only Invoices but also PO’s) 28 In detail Architecture Trading Partner Supplier Process 29 Process “High level of automation requires high level of masterdata management” eTAX eInvoicing AME SLA 30 Process – New supplier Registration by supplier at Trading Platform Confirmation via e-mail at KPN Setup Masterdata Send open PO’s to Trading Platform Modify Masterdata Start sending new PO’s to Trading Platform 31 Process – Masterdata • Regular masterdata Suppliers in Oracle • Additional: Trading Partner Setup • Forms screen • Details per Transaction Type (PO, Change PO, Invoice) • One-time activity 32 Process – Daily monitoring • Failure of PO flow • Daily check of reporting (about 10 minutes) • Are all PO’s received and accepted at Trading Platform? • Failure of Invoice flow • Daily check (about 2 hours) • Line matching errors – incorrect PO line • Incorrect delivery of invoice lines (e.g. discount line which we don’t expect) 33 In detail Architecture Trading Partner Supplier Process 35 Supplier – Onboarding • ‘Small suppliers’ <30 invoices per year • Mailing from Trading Partner to suppliers on behalf of KPN • Explain advantages, costs, how to register • Registration via Trading Partner site • ‘Large supplier’ >30 invoices per year • Telephone call by sales team Trading Partner to suppliers • Try to arrange Integrated Solution • Experience: additional value in case >300 invoice 36 Supplier – Onboarding • Advantage for supplier: • Fast delivery of invoice; • Faster payment • Possibility to follow internal process at KPN • Consideration for supplier: • costs versus early payment • IT technical limitations • KPN is promoting eInvoicing (via any Trading Platform – Roaming) • Part of General Purchasing terms 37 Supplier – Praktijkervaring • Wat vraagt het van de leverancier? • Webform optie: Hierbij moet de leverancier zijn proces op het gebied van PO ontvangst en factuur afleveren aanpassen. Facturen moeten online handmatig worden aangemaakt (dus naast het aanmaken van een factuur in hun eigen administratie). De leverancier moet een set transacties aankopen om ons te kunnen factureren. De leverancier hoeft geen software of hardware implementatie te doen. • Integrated Solution: De leverancier moet een verbinding maken tussen zijn administratiesysteem en het trading platform, hier is een IT implementatie nodig (wanneer deze bij de leverancier nog niet aanwezig is). Het facturatie proces wordt bij de leverancier dus volledig geautomatiseerd. Ook het PO proces moet aangepast worden, omdat de orders naar het Trading Platform worden gestuurd. • Na implementatie komt het voor dat de leverancier zijn factuurstructuur moet aanpassen om een betere aansluiting met onze PO’s te krijgen (zoals registratie PO Lines). 38 Questions? Architecture Trading Partner Supplier Process 39
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