Electronic Invoicing for Government

Converga Group Established in 1994 and now 100% owned by New Zealand Post New Zealand Post turnover NZ$1.2 billion Converga Group turnover NZ$100 million Converga Technology Centres throughout Australasia and North

America Over 1,100 employees

Converga Overview

Processing over 100 million documents per annum Document processing across multiple industry sectors including

government, finance, retail, insurance, education, media etc Employees in over 120 client sites Choice of on-site, off-site, onshore, off-shore People, Processes,Technology

Converga’s Clients

Our Solutions

Process Flow

Role based set up

Invoice

Buyer

Capex

Mobile Client

Contract

Expense

Business Intelligence

INVOICE AUTOMATION IN SAPHelping you achieve your business targets

Process Director – AP Automation

Over 7000 customers

3500+ INVOICES installations

1000+ SAP COCKPITinstallations

Offering SAP Certified solutions

Member of the SAP EcoHub

SAP Certified SoftwareSAP Software PartnerMember of SAP EcoHubIntegrated into SAP SupportPortal

Document overview list

Full process log and audit trail

Easy view of workflow status

Integrated workflows intoWORK CYCLE

Detail screen with header, line item and purchase order dataInvoice image display

Document overview list

Full process log and audit trail

Easy view of workflow status

Integrated workflows intoWORK CYCLE

Detail screen with header, line item and purchase order dataInvoice image display

Document overview list

Full process log and audit trail

Easy view of workflow status

Integrated workflows intoWORK CYCLE

Detail screen with header, line item and purchase order dataInvoice image display

Document overview list

Full process log and audit trail

Easy view of workflow status

Integrated workflows intoWORK CYCLE

Detail screen with header, line item and purchase order dataInvoice image display

Document overview list

Full process log and audit trail

Easy view of workflow status

Integrated workflows intoWORK CYCLE

Detail screen with header, line item and purchase order dataInvoice image display

High Performance Solutions Purchase to Pay Shared Service Centre Automation Any document types Full suite integrated into SAP R&D Global Approach

Focus and Experience Document Process Automation experts PMI Certified Consultants ISO Certified World’s Best Practice Training Delivery

INVOICE ME

Definitions EDI vs. Electronic Invoicing

EDI (Electronic Data Interchange)

System to System, typically Supplier to Buyer data exchange either directly or by an “operator”, that requires no manual intervention.

Covers a variety of business processes and is not restricted to Finance:o Request for Quotation (RFQ), Response to RFQ, Purchase Order, PO

acknowledgement, shipping notice, payment advice, invoice, remittance. another example is the set of messages between sellers and buyers, such as request for quotation (RFQ), bid in response to RFQ, purchase order, purchase order acknowledgment, shipping notice, receiving advice, invoice, and payment advice.

o Not limited to trade data can include patient records, in transport container and is widely used in engineering and construction.

o Costly and typically labour intensive to implement due to potential business process change and often technical complexities especially on the suppliers end

Definitions EDI vs. Electronic Invoicing

Electronic Invoicing:

Is not limited to data files such as EDI but can include XML based invoicing standards.

Often includes the invoice image and the data file instead of only the data Is restricted to financial document types:

o Invoices (debit, credit)o Purchase Orderso Remittance advices

Far “less technical” in implementation, depending of the offering in question and faster to implement

Global adoption

Public sector eInvoicing adoption

Top governments on eInvoicing:Denmark - (eInvoicing was mandated already on 2005)Finland - (currently close to 100% of the volume electronic received)

United States - Payments, Trade Finance and Procurement main drivers

Latin America – eInvoicing pushed by public sector and tax authorities to combat tax evasionBrazil, Mexico and Chile market leaders

Asia PacificAU, NZ, Singapore and Hong Kong currently only markets with supportive legislation for eInvoicing, however changes for better are taking place on majority of Asia

Converga InvoiceMe Guarantee

Removes inefficient and costly paper invoices to enable maximum process efficiencies in full Procure-To-Pay process

Provides the easiest way to send and receive your invoices Maximises supplier adoption

InvoiceMe – More than EDI

How Converga InvoiceMe goes beyond traditional EDI?

Converga Portal

EDI/XML

PDF/Email

Multichannel Invoice delivery maximises supplier adoption and removes inefficient paper invoices from your AP department

Multichannel invoice delivery

Ease of implementation Risk free Maximum supplier

adoption

Electronic versus paper invoicing process

Supplier Enablement Options

Supplier

InvoiceMeCustomer

Portal

BuyerConverga

e-Commerce platform

Email

Structured file upload

(EDI, XML)

Supplier Enablement Program

InvoiceMe Customer Portal:

Offers a facility for supplier to create invoice through a web form Provides reporting for both suppliers and buyers No implementation

Email:

Emailed PDF invoices are converted to eInvoices

Supplier Enablement Program

Prepare (Phase I)

Approach (Phase II)

Maintain (Phase III)

Report and Repeat (Phase IV)

Prepare (Phase I)

Categorisation of supplier groups

Customer notification letters

Campaign schedule & escalation process

Approach (Phase II)

Campaign communication to the suppliers

Emails to suppliers Follow-up phone calls

Maintain (Phase III)

Response management Execution of supplier

connection Escalations (technical,

sales)

Report and repeat (Phase IV)

Analysis of supplier responses

Statistics Decision to repeat

Converga InvoiceMe for Government

Free for suppliersSingle on boarding per supplier for all of governmentIntegration with any AP automation and ERP platforms

ROI No more paper for real 100% data accuracy Enabler of straight through processing and further AP improvement Savings potential in processing costs:eInvoice sender 57%, eInvoice receiver 62% (conservative)

InvoiceMe – the complete solution

Converga InvoiceMe

Maximum supplier adoption

eInvoice benefits

Combines EDI, XML, PDF invoices and Converga Portal to guarantee maximum supplier adoption

Easiest way to connect with your financial supply chain. No process change, no financial commitment or business case from suppliers required

Maximum Cost savings, process automation benefits and an ability for downstream financial process improvement

Environmental Considerations

Our Paperless Accounts Payable solution saved Compass Group 800 tonnes C02e and 3200 trees per million items.

With an average 700,000 invoices per year, laid end to end it would reach 210 kilometres. Enough to lay a loop around Port Phillip Bay.

Case Study | Coles Group

Converga successfully implemented off-site Forms Processing and Paperless Accounts Payable solutions in June, 2006. Coles Group outsourced the processing of several finance document types such as Accounts Payable, Accounts Receivable, Credit / Debit Claims, Forms and Statements. Our solution services over 1,000 Coles users and more than 1000 supermarkets and retail stores. Annual document volumes are approximately 2.2m. A reduction from 250 FTE’s to a 74 FTE’s A reduction in AP costs of 30% The processing cycle has improved dramatically with the system allowing for real time enquiry about unapproved invoices and identifies bottlenecks with suppliers or at the individual sites.

Paper is not dead!