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www.commonsense.at H ave you also been dreaming of a paperless office for a long time now? Come and join us we are already one step further!

CoSePost - CommonSense

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Have you also been dreaming of a paperless office for a long time now? Come and join us we are already one step further!

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Page 1: CoSePost - CommonSense

www.commonsense.at

Have you also been dreaming of a paperless office for a long time

now? Come and join us we are already one step further!

Page 2: CoSePost - CommonSense

Common Sense2

Definition of the problem

The exchange of electronic documents depends on the possibilities offered by the IT infrastructure, the merchan-dise planning and control system in use and particularly on the efforts required for archiving connected with elect-ronic signatures prescribed by law. Optimising processes has been limited to rather large-size organisations so far which have provided for this requirement.

However, normally small-size enterprises buy so-called „indirect materials“ - which is the great number of small items which are not necessarily connected with produc-tion. These companies are mostly not able to fulfil the re-quirements to electronic document chains.

In many cases indirect materials are not defined with clear articles - text purchase orders constitute a considerable proportion of this segment.

Normally, 70% of the documents are prepared by 10-20% of the suppliers and thus lead to considerable process efforts for purchase order processing and the posting of invoices.

Large-size enterprises try to reduce the high process costs for incoming documents with complex processes such as scanning, OCR recognition and learning systems.

The solution approach

CoSeEDI allows you to process purchase orders ▪and order confirmations as electronic messages - even if the partner has no IT possibilities for EDI. The accompanying document of the purchase order in PDF format facilitates the orientation and can be easily made because of the standardisation with CoSeTag.

CoSeInv signs for the sender of the document, veri- ▪fies for the recipient of the document and archives in a revision-save way for both value-adding partners for the time required by law - irrespective of the size or IT development level of the partners and thus

The electronic post office of Common Sense

solves the problem for both value-adding partners pragmatically and with a lasting effect.

Enveloping as an additional module of CoSeInv ▪allows partners without IT infrastructure to load do-cuments as PDF files on the CoSeDat platform and to enter the basic data for the CoSeTag

CoSeArch offers (optional as an additional module ▪of CoSeInv) the possibility to automatically store the documents (delivery notes, invoices, orders) in one‘s own/local IT system with indexes if there is no document management system (DMS) in use.

Tools for data upload and download are either inte- ▪grated on the portal - for larger volumes of data a completely configurated packet is offered based on open source-AS2.

The document recipient (customer) gets the PDF ▪documents as well as the complete posting record in CoSeTag and thus can copy the document into their electronic archive - otherwise the information is to be integrated into the posting entry.

Electronic post office

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Common Sense

Thus, the supplier delivers the posting information to-gether with the document - electronically readable. The circle is closing:

CoSeEDIThe purchase order is transferred to the CoSeEDI portal ▪The supplier confirms or corrects the data and again ▪sends the data to the orderer who may then automati-cally take over this data as an electronic order confirma-tion into their ERP system.

CoSeInvThe invoicing party prepares a PDF document

The CoSeTag is printed on the PDF together with all ▪information and thus is available to all partners in elect-ronically readable formPartners who do not have an IT system available which ▪fulfils this requirement can load the PDF document wit-hout CoSeTag on the portal with the available tools andsubsequently enter the data for the CoSeTag with „En- ▪veloping“.

The direct and standardised information of the CoSeTag guarantees clear identification and thus high data secu-rity. The authorisation concept can be derived from the CoSePar numbers of the sender and the recipient without interpretation.

The recipient of the invoice can directly copy the document into their filing system and the posting information into the merchandise planning and control system.

Thus, these functions are available to all value-adding part-ners who

want to optimise the ordering process with all sup- ▪pliers - regardless of whether the IT system of the value-adding partner is EDI compliant (or not)want to optimise the invoicing and receipt process - ▪regardless of the IT development status of the sup-plier

Of course it is possible to use this to optimise outgoing documents (customers) as well as incoming documents (purchasing).

The connection to a clear CoSePar partner number makes it possible that the processes are primarily suitable for fixed business relationships (B2B). What is new is that also part-ners participate who do not have an adequate IT system or no IT system at all which supports these processes. The im-plementation is technically quite easy, but at the same time alllows to gradually extend one‘s own systems in order to gain increased advantages - without resulting in massive changes of the entire process.

CoSeEDI, CoSeInv electronically cover the entire ordering process. The standardisation of partner information and identification of the PDF document with the CoSeTag makes it easy and secure to electronically exchange data.

The functions of CoSePostTM are part of the electronic mar-ketplace of CoSeDatTM and available to all industries and companies which want to optimise the „paper-to-ERP pro-cess“ - i.e. „paper-to-ERP“ becomes „PDF-to-ERP“.

Summary

The only reason why you cannot participate is, because you do not have electricity!

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Common Sense4

CoSePost - Common Sense Post office

Do you want to offer your customers electronic processes as an additional service? To process the purchase order of your customer and the order confirmation on an Internet portal - without complex IT programs? To offer your cus-tomers the sending of invoices with electronic signature? And to include the posting record „in the rucksack“ in your invoice in order to simplify the process with your customer and to save process costs for you and your customer? Use function „Envelope“. It is as easy as sticking stamps!

Have you also been dreaming of a paperless office for a long time already? That you do not only integrate lar-ge partners with EDI processes - but to also be able to handle those 10% of suppliers who account for 60-70% of the document volume without paper? To save up to € 12 of process costs per document? The analysis of your document volume with undifferentiated purchase orders, invoices without purchase orders will confirm the values and the quick ROI of the project.

You will get the next generation of „PDF-to-ERP electronic document exchange“ from us.

In one step - without scanning, possibly as an addition to OCR recognition - directly from the supplier into the pos-ting workflow, into an archive sytem and into the entry and control of the posting. You receive the posting with a PDF document as an additional service from your supplier - everything is quick and easy to implement.

This creates the prerequisites for a central interface for all legal units - thus for a „shared service“ of incoming invo-ices. The basis is to have the same format of electronic incoming invoices with „large“ and „small“ suppliers.

Master data management of Common Sense

Primarily, electronic market places differ from company portals in the exchange of data between a lot of senders and recipients - just like in a post office. Basically, this requires consistent sender and recipient addresses in or-der to protect the security of data from external access with a clear authorisation concept - but also in order to guarantee an exchange of data and documents without interpretation.

Business Intelligence (BI), Customer Relationship Ma-nagement (CRM) and Supplier Relationship Management (SRM) are only perfect if all underlying master data is consistent throughout all systems. Theses requirements are independent of industries and thus generally valid. However, complexity increases according to the size of the company. We qualify your addresses throughout all systems and thus, provide the condition for participation in the electronic market place - on the other hand to provide the possibility for a system-wide view of your customers

and suppliers. The clear CoSePar number allows for a comprehensive evaluation of turnovers, payment condi-tions with the same suppliers and customers etc..

At the same time the CoSePar number constitutes the ba-sis for the authorisation concept, the marking of interface data and above all identification on the PDF documents. See CoSePar.

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Common Sense

CoSePar - Common Sense Partner Code

Management SummaryA distinct partner number for all those involved in the data exchange, allows a distinct allocation of all transactions and is the basis for all activities on CoSeDatTM.

Detailed informationCoSePar™ defines the distinct partner code for the data exchange via the portal CoSeDat™, CoSeInv™ and CoSeEDI™

CoSePar™ is based on an adapted freeware CRM sys-tem sugar. The registration is free of charge. The central maintenance of the address data remains the responsibi-lity of the background organisation - the data sovereignty thereby remains with the partner. CoSePar™ is linked with other databases and in this way effects a general increase of quality of address data.

CoSePar™ is an indispensable requirement for participa-tion in the portal. The authorisation concept (MDM master data management) is derived from CoSePar™.

CoSePar™ takes over data in Excel format, with an address program verifies the correct code syntax and pro-tocols possible duplicates in the partner data. Through this the complete master data management is corrected, also across several source systems.

With the help of CoSeParTM a distinct partner code for the data exchange is defined.

Access to CoSePar - based on sugarCRM

Green accounts are registered partners

www.cosepar.com

CoSeParRegistration free of charge ▪Based on sugarCRM ▪Quality increase of the address data ▪Central address database for European tim- ▪ber industry with WEB-Service

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Common Sense6

CoSeInv - Common Sense Invoice

Management SummaryA standardised imprint on the PDF makes it possible to exchange documents in the original format of the origina-tor. High-overhead EDP coordination can be dispensed with.

DetailinformationCoSeInv™ allows the exchange of PDF receipts. Unsig-ned for orders, delivery notes, etc., signed for credit notes and selfbilled invoices.

New signed receipts are notified to the recipient with an E-Mail (notification) - the problem of receipt dispatch by E-Mail (vacation, absence etc.) is thereby solved. Signed re-ceipts must be explicitly confirmed. A two-level escalation process ensures that no receipts remain unprocessed.

In the first escalation the defined employee of the origina-tor is informed that the receipts are no longer being collec-ted by the recipient. In the second escalation the sender of the document is notified, in a subsequent stage Common Sense is additionally informed.

Electronically signed receipts are archived securely for re-vision for both partners for the statutory 10 years plus 1 financial year. Unsigned PDF documents are stored for a shorter period. An optional tool is offered with CoSeArch™ to store the documents locally.

With CoSeTag™ the exchange of PDFs is substantially simplified. CoSeTag™ is a standardised imprint in the PDF, through which the whole process is handled. CoSe-Tag™ is the prerequisite for participation in CoSeInv™.

The optimisation of the receipt of invoice (paper to ERP) as a follow-up process is closely connected to the hand-ling of the signed PDFs and the distinct coding through the MetaTag. The Common Sense incorporate process experience.

Would you like to exchange all PDF documents with one access, iden-tified users with data in the same format, secure for revision and in a technically simple way? This is reality with CoSeInvTM.

Listing of all incoming and outgoing invoices

www.coseinv.com

CoSeInvExchange of PDF receipts ▪Two-level escalation process ▪Signature as service for the originator ▪Verification as service for the recipient ▪Archiving of the documents of both the part- ▪ners

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Common Sense

CoSeTag - Common Sense META-Tag

To simplify the data exchange of PDF documents the so-called MetaTag of the Common Sense is imprinted onto all re-ceipts. The information of the receipt is imprinted in the MetaTag in plain text but in a standardised form. By this means problems with the authorisation validation and the file name etc. can be simply resolved. The MetaTag codes

CoSePar number originator and recipient ▪Receipt number and date (selfbilled invoices, credit notes but also e.g. orders and other types of receipts can be ▪sent)Optional: Net, VAT %, VAT amount, gross, order number and delivery note/advice note ▪

Structure of the MetaTAG:

Obligatory fields Optional (Attachment) Identifier META TAG CoSeTag (case sensitive) CoSePar reference 2 (No.) Version 3

Version of the identifier V2 (e.g.) CoSePar reference 3 (No.) Version 3

CoSePar forwarder (No) Reference 1 Currency (EURO, GBP, ...) Version 2 Format forwarder (DE, UK) for date format, punctuation DE = Date DD.MM.JJJJ, amount separator CommaUK = Date YYYY/MM/DD, amount separator period

Net amount (0,00) or respectively 0.00

CoSePar recipient number (No.) %VAT (0,0) or respectively 0.00 Type of receipt - is currently INV (Invoice) and CRN (Credit note)ORD (Order)OSP (Confirmation of order)WTP (weight ticket protocol) delivery note BDP (bone dry protocol)SLP (single log measurement protocol)

VAT country signature Version 4(AT,DE,GB..)Illustration third party business

Receipt number (No.) VAT amount (0,00) or respectively 0.00

Date of receipt (DD.MM.JJJJ) or respectively YYYY/MM/DD Gross amount (0,00) or respectively 0.00Order number (No.) alpha-numericDelivery note number (No.) alpha-numeric

Separated with semicolon (;) and set in squared brackets ([ ]). The True Type typeface „Times New Roman“ is used - to make the imprint „invisible“ either „white text on white background“ or text size 1 is used.

Example:

Version 1 CoSeTagV1[1910;DE;1000;INV;123;31.12.2007;1,00;20,00;0,20;1,20;4711-1;LS1234]Version 2 CoSeTagV2[1910;DE;1000;INV;123;31.12.2007;EUR;1,00;20,00;0,20;1,20;4711-1;LS1234] Version 3 CoSeTagV3[1910;DE;1000;INV;123;31.12.2007;1234;5678;EUR;1,00;20,00;0,20;1,20;4711-1;LS1234] Version 4 CoSeTagV4[1910;DE;1000;INV;123;31.12.2007;1234;5678;EUR;1,00;20,00;AT;0,20;1,20;4711-1;LS1234]

Empty fields are also separated with a semicolon - that means the number of defined fields separated by a semicolon always remains the same.

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Common Sense8

CoSeInv additional module „Enveloping“

Required-entry fields

Optional

Sender (CoSePar)

You may choose from several companies if available

Currency according to Portal setting

Recipient (CoSePar)

List of all recipients with whom there is an agreement

Amount Net

Invoice number Document number VAT % VAT %

Type Invoice, credit note etc. VAT-Amount VATLanguage DE, UK

Format (date, amount)VAT-Country if there are no entries, the address

country will be filled inDocument date Current date with calendar

functionTotal amount Net + VAT

Purchase order number

if necessary from CoSeEDI

Delivery Number

Electronic documents as easy as the enveloping of letters - also from part-ners without complex IT infrastructure? With CoSeInv + additional function „Enveloping“ this is reality.

As an addition to CoSeInv

KuvertierenUploading PDF documents without CoSeTag ▪Entering the document information in a cont- ▪rolled environmentPossibility to validate the entered information ▪Writing the CoSeTag ▪

Management SummaryThe electronic exchange of documents based on PDF has only been reserved to value-adding partners so far whose merchandise planning and control systems where capa-ble of PDF printing including CoSeTag and IT techniques to upload these files. The function of „Enveloping“ makes this function available to all partners.

Detailinformation The portal participant can use this addition to print their document

as a PDF ▪Loading to the CoSeDat portal with the existing ▪and integrated toolsEntering the information supported by the system ▪to completely fill in the CoSeTag. The entries are validated - this guarantees that the recipient is able to receive a correctly assigned document.

Due to the partner agreements it is possible to define ru-les - e.g. that only one purchase order number may be assigned per invoice. Establishing a connection to the CoSeEDI ordering system is possible.

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Common Sense

CoSeEDI - Common Sense Web-EDI

Management SummaryBased on the interfaces from the merchandise planning and control systems a WEB interface is offered in addition to the CoSeDat™ offer and CoSeInv™ which is used by the supplier to process the purchase order and to return it as an EDI order confirmation to the customer.

Detailinformation CoSeEDI™ is a WEB EDI platform which uses the existing inferfaces from and to CoSeDat™, to the merchandise pl-anning and control systems (ERP) and the registration on CoSePar™. CoSeEDITM is a useful addition for the CoSe-Dat™ partners, but is basically available to all companies.

Electronic purchase orders are transferred to the CoSe-Dat™ platform through CoSeEDI™, confirmed by the sup-plier through a browser interface or saved in a changed form if necessary. The order confirmation generated like this is electronically returned to the customer.

The original purchase order in PDF format with CoSeTag™ accompanies the electronic data exchange and helps the supplier (data recipient) to process the purchase order.

CoSePar™ is the indispensable requirement for the ex-change of data on CoSeEDI™

Target groupsAdministrators ▪Suppliers without EDI-compliant merchandise planning and control system (ERP) on the CoSeEDI platform

Sender and recipient of electronic data: ▪Customers with merchandise planning and control systems who offer EDI interfaces - thus, normally rather larger organisations

Transfer or order data in ORDER format to the ▫CoSeDat platform e.g. as a SAP-IDOC or EAN-COM 96aRe-integration of the electronic order confirmati- ▫on in SAP-IDOC format or ORDRSP according to EANCOM96a

Processing of all purchase orders from the merchandise planning and control system - also with suppliers who do not have an EDI-compliant system - this is reality with CoSeEDI.

Detailed view of the purchase order

www.coseedi.com

CoSeEDIExchange of electronic purchase orders ▪and order confirmationsDispatch notification is optionally possible ▪Interface to ERP systems ▪Purchase order as a PDF document for the ▪administrator

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Addressed departments

The partner of Common Sense

The IT service provider of the Mayr Melnhof Carton Group, which is responsible for the MDM (Master Data Management = authorisation tool), the electronic signa-ture with all functions such as archiving etc., and for the handling of the outgoing and incoming interfaces. www.free-com.at

CoSePost is an offer to all suppliers and thus also inte-grates small- and medium-size enterprises which have not participated so far because of their IT equipment. The standardised interfaces and consistent master data dra-matically reduce the project costs.

CoSePost primarily covers the great number of purchase orders and the appropriate invoices for so-called „indirect materials“ which are either processed with unspecific ar-ticle numbers, as text orders - but also without IT-aided ordering. These processes can be hardly optimised with classical EDI or not optimised at all, but usually make up for a considerable part of the total document volume.

The CoSeTag conveys the information to the recipient with the PDF document. This information allows for easy integration into existing archive, workflow and accounting solutions of the customer.

Automatic electronic document processes from the sup-plier to the customer - the step to the often-cited „paper-less office“ has become reality.

Purchasing in general ▪ CoSeEDI™ handling of orders, order confirma- ▫tions with non EDI capable suppliers

CoSeInv™ receipt of signed invoices and ▫integration into the workflow of accounting and archiving

Sales ▪Handling of the outgoing selfbilled invoices/credit ▫notes with electronic signature with CoSeInv™ Handling of other documents e.g. offers, order ▫confirmations as electronic PDFs (unsigned)Complaints, customer orders with connections ▫to a document archive and workflow with CRM integration to customer services administrators and sales representatives.

Master data administration ▪ There is a qualification process of the address data of customer and supplier connected to the allocation of the CoSePar™ number, in which doublet reconci-liation as well as the correction of the syntax of the addresses is offered. The Common Sense offers an alignment with the postal code directories of Germa-ny, Austria, Switzerland and France or respectively Great Britain. Further countries on request. By this means different databases can be combined to-gether.

The Internet portal CoSeDat™ with all its modules is operated by the Common Sense as a neutral orchestrator. The development partner is:

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Common Sense

„If I had asked people what they wanted, they would have said faster horses.“

This sentence - written by automobile pioneer Henry Ford - summarises the efforts of Common Sense to surprise customers with innovative solutions.

Decades of IT experience provide the basis for realising these innovations in a way that is suitable for practice and genuine. Thus, the implementation is themed:

„With practical intelligence – Common Sense“

Page 12: CoSePost - CommonSense

Common SenseIT-Consulting GmbH

Schubertweg 11A-6380 St.Johann in Tirol

If you have any questions regarding Common Sense and what it offers, please do not hesitate to contact us.

You can obtain general information on our Web site www.commonsense.ator per E-mail to [email protected]

Or call us at +43 (0)5352 64286

The performances, services and products described in this brochure are made available subject to technical and operational change The publi-cation presented here is not a constituent of any contract. The general terms of business of the Commonsense IT-Consulting GmbH apply.

© Common Sense GmbH