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This session was presented at '15 Secrets to Shared Services Success" conference organised by sharedserviceslink.com.To find out more about forthcoming conferences check http://www.sharedserviceslink.com
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15 Well Kept Secrets to Shared Services Success18th – 19th March 2009Millenium KnightbridgeLondon
Soile Hiekkasalmi-Linna
Can One E-Invoicing Provider Really Serve You?
Ever Considered ’Roaming’?
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Metso Financial Shared Services
• Established 2004 – 2005• Finland in two locations• Canada, Montreal
• FI/SWE 30 units• CA/US 20 units• not all Metso units MFS customers (yet)
• GL , AP, (750 000 inv. ) AR, Payment, Travel, Payroll
• 2 Finance applications
• Many ERP’s (harmonizations in progress)• 200 employees
INTERNAL
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AP in MFS today
• Booking practises harmonised • Various applications reduced
• Transparency MFS/Units -• Common Invoice Processing application
• Control of invoice flow improved• Invoices in flow (appr. 1 week)• Payment on time improved (>90%)
• Measurements• FTE – benchmarked
excellent results - upper quarter • Customer surveys - improved during the years,
results being nearly 4 , scale being 1-5• e-invoice % (>40)
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E-Invoicing in Metso Group
• Start in the beginning of 2000
• Management decision
• Shared Service Centers in Finland and Canada
• First internal invoices
• Second incoming invoices, big volumes
• Third outgoing invoices
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Targets for E-Invoicing
• Fast delivery of internal invoices / month end procedures• closing the books in 4-5 days• e-invoices during the same day
• in mail max. 1-2 weeks, • electronically min. 5-10 min
• Improve and automate invoice handling processes• Automatic update in the data base
• Should be easy • Minimize manual work
• No extra organization or IT specialist
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• Cost savings•Target to reduce invoice handling costs
• Invoice processing application broughtthe possibility to receive e-invoices
• costs compared to scanning /target toreduce 50% /invoice, now 80%
• Future visions / expectations • Believe that e-invoicing will be
’de facto’ standard some day
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E-invoicing technical strategy
• Common solution as far as possible
• No point-to-point solutions
• Controlled way of exchanging messages andinformation
• One way out from Metso
• One way into Metso
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Brokersending
Invoice handling
Outbound e-invoices Inbound e-invoices
Metso Service provider
METSO NET
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SP
SP
ERPs
OutboundInvoicing
Finance
Inbound Invoice processing
SP
Global / national standards/rules
HUB
SUPPLIERS & CUSTOMERSROAMING
METSO SERVICE PROVIDER
Service provider ZService provider X
Service provider Y
SHARED SERVICE CENTERSMETSO BUSINESS UNITS
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Supplier approach in Finland /Sweden
• Big volumes •Suppliers > 10 000 – 14 000
• (FI) Letters to first 50 -100 biggest suppliers (2-3 rounds)• asked the status and possibilities to send /• start sending e-invoices, no due dates orsanctions
• targets 15% 20% 25% etc.
•Personal contacts afterwards
•The results not very good, they were not seen very soon
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• (SWE) even more challenging task
• Infrastructure does not support roaming as well as in Finland
• Activation campaing together with our Service providerPresent roaming agreements in Sweden and willingess to negotitate the new ones
• Letter from Metso / different options, no sanctions
• Personal contacts (Service provider)
• Now 10/30 of these are about to start – technically ready
• Supplier Kit – information package
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• E-invoice projects usually last fairly long timeReluctanceBenefits were not seen or recognisedApplication migrations etc.
• Infrastructure development – roaming agreements helped
• Now over 40 – 70 % of invoices electronically
• Next steps? Sanctions?
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Considerations
• Difficult to find the right person(s) in the supplierresponsible for this
• Procurement (own) should have been better informed andmore involved
• Customer is the king – service provider is a third party
• Service provider – good in technology
• Careful thinking how to approach the suppliers
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Customer approach
• Customer is a king
• Big customers informed their aims to start receiving e-invoices
first wishing today more and more requiring /demanding
• E-invoicing projects in business units
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• Difficulties and problems faced
• Benefits not seen very clearly in business
• Customers scattered globally
• Many customers still not able to receive e-invoices
• Options offered not good or acceptableSeparate portals Demands to join to separate networks
expensiveimpossible to handlevery ineffective processwise
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So what are the benefits for the sender?
• Cost savingstransaction fees less than stamps/paper/envilopes(1-2 eur)more effective prosesses –no manual work
• Digital archiveall invoices, also sent in paper with attachments
• Internal invoicingbenefits in month end procesess
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Pilot project in USA
• Metso Paper USA Inc. sending invoices electronically to a big US customer by usingthe roaming with two service providers
• A project started in September 2008and was completed in January 2009
• We are able to use the same format ,the same technical solution in our end
• Next steps – to find the possible new customers of these two service providers
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Roaming -The only way of to reach allsuppliers /customers at the end
• One technical solutiongives definite cost savings whenthe solution can be rolled out
• Feedback /alerts from one source – simplealerts look the same they can be forwarded from one sourcein Metso to all the needed people in the organization
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• One partnerClear roles and responsibilities
• One agreement in the companyCommon pricing Transaction fees based on Corporate volumes
• Partnership with the service providerCommon understanding and knowing each otherNew ’installations’ easier because of that
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LESSONS LEARNED
• Procurement /purchasers more informed and involved when approaching the suppliers
• Roaming is the future solution to really reachall your suppliers / customers around the world