Pharcap Kick Out
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Transcript of Pharcap Kick Out
Smart Invoice Processing in:
One Year Ago in Pharcap A&P Dept.
• Invoices managed for 4 company• 60 pharmacies in growth … • 40.000 invoices received per year• 8 accounting clerks involved in invoices booking• 4,5 accounting clerks ( 2 clerks time/equivalent) fully occupied in
invoice booking • invoices where booked 100% manually• invoices archiving took 2-3 mins./invoice• no optical archive• communication form and towards pharmacies was not organized• was not possible to receive electronic invoices
Project Objectives
MainMain ObjectiveObjective: :
Face the predicted pharmacies growth in business and Face the predicted pharmacies growth in business and number ( 10- 20% more invoices) with no impact on number ( 10- 20% more invoices) with no impact on employment cost sideemployment cost side
Processes to re-organizeFunction/Activity performed “Value” “Weight” of the activity
of the activity on the resources available
• Ordinary/manual document management• Data entry in company database• Preparation of documents for data entry• Dealing with the post, filing
• Reporting and monitoring of processes• Document reconciliation, formal checks• Following up and correcting errors
• Relationship with suppliers• Quality control, risk analysis
45%
30%
25%
Activity with lowadded value
Activity with moderateadded value
Activity with high added value
Invoices management has to be optimised to reduce activities that are low in added value meanwhile resources has to be
dedicated to activities more in scope with Pharcap’s business
Project Objectives
What Pharcap needed to reach the MainWhat Pharcap needed to reach the Main ObjectiveObjective: :
•Deploy an Enterprise-wide applicationDeploy an Enterprise-wide application
•Automate and simplify incoming invoice processingAutomate and simplify incoming invoice processing
•Use one only tool for managing document capture, data Use one only tool for managing document capture, data
capture, approval (or information integration) process and capture, approval (or information integration) process and
SAP bookingSAP booking
•Manage information about the state of each single Manage information about the state of each single
invoice entering the company, using a simple and invoice entering the company, using a simple and
distributable tooldistributable tool
•Centralize low added value actions and de-centralizing Centralize low added value actions and de-centralizing
high added value actionshigh added value actions
July 2007
•Invoice scanning systemInvoice scanning system
•Invoice acquiring system (PDF)Invoice acquiring system (PDF)
•Invoice reading systemInvoice reading system
•Invoice interactive booking systemInvoice interactive booking system
•Invoice batch booking systemInvoice batch booking system
•Invoice workflow systemInvoice workflow system
•Invoice optical archiving systemInvoice optical archiving system
•Users trainingUsers training
•Go live supportGo live support
What done in Project startup:
July 2007
PaperDocument Capture
Data capture
Sorting
Workflow
ElectronicDocument Capture
Automaticexport
DMInsert & Update
ERPQuality WF
ERPInteractive export
DMInsert or Update
July 2007 - Today
Main faced issuesMain faced issues
•Supplier Master DataSupplier Master Data
•SAP user account configurationSAP user account configuration
•Email sent by workflow applicationEmail sent by workflow application
•SAP Password reset for automatic booking system SAP Password reset for automatic booking system
Today
•Acquired invoice: 12.500 (July-October)Acquired invoice: 12.500 (July-October)
•Invoice read by the system (September -October): 1760Invoice read by the system (September -October): 1760
•Invoice booked by the system: (July-October): 3727Invoice booked by the system: (July-October): 3727
•Invoice managed by work flow application: 13 Invoice managed by work flow application: 13
•Blocking issues during working days: 1Blocking issues during working days: 1
•Opened issues: 8Opened issues: 8
Trends
Trends
Trends
Trends
Thank You!