Dynamic Discounting, Supplier Self Services and Workflow

AP Overhaul:

Dynamic Discounting, Supplier
Self-Services and Workflow

Introduction

Marcia Golden, Accounts Payable
Director, Coca Cola Bottling Co.
Consolidated
Marcia.golden@ccbcc.com

Bertram Meyer, CEO
Taulia Inc.
bertram.meyer@taulia.com

Today’s Agenda

 Coca-Cola Bottling Co. Consolidated
Highlights
 December 2010 Goals & Objectives
 Issues We Were Facing
 Project Business Case
 System Evaluations & Selection Process
 2011 Implementation
 Project Rollout

Georgeglass front vending strategy.ppt 3 9/20/2012

2012 Grand Finale
 Our Success Story
 Change in Focus to Dynamic Discounting
Opportunities
 Role of Procurement
 Remaining Course of Action for 2012
 Lessons Learned
 Questions & Answers

“How did we ever do without it?”

georgeglass front vending strategy.ppt 4 9/20/2012

CCBCC Highlights
 Began operations in 1902 in Greensboro, NC
 Currently largest independent Coca-Cola
bottler in U.S.
 $1.7 billion in revenue
 Approximately 6,000 employees
 Five manufacturing facilities, 70 sales and
distribution centers and provides 185,000
vending machines to our customers
 Approximately 130 million cases of product
sold annually


December 2010

Goals & Objectives


Issues We Were Facing
 Large amount of paper invoices received daily
 Lack of transparency into invoice location and
audit trails
 No visibility of unrecorded liabilities
 Manual discrepancy resolutions
 Lack of Chart of Authority compliance
 Large amount of resource time to provide
service to our suppliers


Project Business Case
 Engage Sr. Management Support
 Conduct market research for Best Practices
 Determine Business Requirements
 SaaS application

 SAP compatibility

 Real time processing

 Easy to implement with limited internal IT
resources


Project Business Case
 User friendly application
 Supplier portal for digital invoice submission
and supplier self-service
 Dynamic Discounting
 Electronic approval routing with audit trail
 Online discrepancy resolution
 Complete invoice visibility and status
 Overview and spend analysis reporting


Evaluation & Selection Process
 Evaluation of 4 SaaS vendors that closely met
our defined business requirements
 On-site application demonstrations
 Multi-functional business and IT resource
involvement
 Vendor and software comparison matrix
 Selection and negotiations
 Taulia Inc.

 Project plan development with key milestones


2011 Taulia Implementation
 Four Module Implementation
#1 Taulia Supplier Portal
 Digital invoice submission

 Manual invoice entry

 PO flip

 Email

 File upload

 Electronic file transmission

 Supplier self-service

 Invoice and payment status

 Profile updates


#2 Taulia Dynamic Discounting
 Early payment option in exchange for
invoice discount functionality
 Currently limited return on short term
investment
#3 ReadSoft Invoice Cockpit
 Total transparency of all invoices, status
and audit trail
 Single area for invoice processing

 Unrecorded liability visibility



#4 ReadSoft Web Cycle
 Electronic approval routing based on HR
feed
 Chart of Authority compliance

 Electronic check request form

 Document attachments

 Thumbprint audit trail


Project Rollout
Phase I – Supplier Portal & Dynamic
Discounting
 Supplier listing with transaction count and
spend
 Phased tiered supplier rollout

 Supplier communications

 Supplier portal invitations

 Portal enrollment

 Digital invoice submission

 Manual, PO flip, Spreadsheet
upload, electronic file
 Scanning and OCR functionality

Project Rollout
Phase II – Invoice Cockpit
 Accounts Payable work area

 Invoice validation for accurate data capture

 Invoice type categories for easy filters

 Invoice based on PO

 Invoice not based on PO

 Check requests

 Posted invoices

 Invoices with errors

 Invoices rejected

 In approval workflow


Project Rollout
Phase III – Web Cycle
 Determination of end users

 Hierarchy upload from HR

 Chart of Authority inclusion

 Check Request form development

 Project Communication

 Training Webinars

 End user support team


2012 GRANDE FINALE


Successful Results!

 All phases successfully implemented and
“Live” in late October of 2011
 Internal personnel eager to adopt the new
system – very helpful to implementation
 54% of Invited suppliers enrolled within five
weeks
 90% of enrolled suppliers use the portal


Other Successes

 Electronic approval process now enforces
the company Chart of Authority .
 Complete invoice transparency and audit
trails =big hit with users, managers and
vendors
 Visibility of unrecorded liabilities aids
financial reporting .
 Through attrition, 1.5 AP staff positions
eliminated due to process efficiencies and
streamlining.


A Few Surprises

 Dynamic Discounting far more important
than originally expected
 Role of Procurement is critical to
negotiations with vendors and adoption of
the new system
 Audit trail of the who, what, and when
history of an invoice creates huge time
savings for customer service inquiries –
adds accountability

Action Items for us in 2012
 Increase the # of suppliers enrolled in the
portal and that submit invoices electronically
 Take advantage of further automation
opportunities:
 During invoice data validation, set OCR
tolerances to only show exceptions = a
confidence level
 Automate email attachment “ingestion” into
the system
 Create invoice logic in the system that
automatically posts certain invoices

Lessons Learned
 A SAP certified solution for a “SAP shop” is
key:
 Very low IT resources required, buy-in from IT
 Security preserved by using standard SAP
transactions in the background
 End product is a seamless integration

 End user acceptance is excellent
 Users promote portal usage from their vendors
 Visibility has benefits far beyond A/P

Lessons Learned (cont.)

 Think through the rollout phases:
 Implement internal and A/P systems first
 Rollout supplier portal and dynamic
discounting after internal systems are in
place
 This allows time to focus on supplier
adoption and communication with them

 Use your “clout” as a customer – require
vendors to invoice electronically


After the hard work is done, we think you
will also ask:

“How did we ever do without it?”

Now we’ll show you how it’s done!


Solution
Demonstration


Dynamic Discounting, Supplier Self Services and Workflow

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