PAPERLESS ACCOUNTS PAYABLE PROCESSES AT ROLAND DGA

8/12/2019 PAPERLESS ACCOUNTS PAYABLE PROCESSES AT ROLAND DGA

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PAPERLESS ACCOUNTS PAYABLE

PROCESSES AT ROLAND DGA

Contact us at Email: [email protected] | Web :www.skelta.com | Tel: 1 678 306 4110



GOALS

• Roland DGA wanted to improve professional customer service practices,

such as the prompt payment of vendor invoices

• • The company decided to reduce processing cycle time, decrease errors

and better manage overall business process costs through an automated

solution• • The elimination of paper processing and more efficient management of

accounting operations would ideally provide for a more effective electronic

document management system




CHALLENGES

• Roland DGA recognized that it had to replace a manual accounts payable

process in which vendor invoices were routed to managers for review and

signature, resulting in processing delays and excess staff effort

• Roland DGA had to convert to an electronic framework where accounting

staff and business managers would now have to learn to work withdigitized documents available on a 24/7 basis




SOLUTIONS AND PRODUCTS

• Skelta Accounts Payable

• Skelta Business Process Management




RESULTS

• Roland DGA can now scale system operations to process up to 1,600

invoices per month

• A streamlined process has been established improving overall invoice

approval time, with processing time reduced from several weeks to only

two to three days• Roland DGA can increase vendor discounts for on-time and early payment

by up to 40%

• Roland DGA also has been able to reduce the resources of its accounts

payable staff by half

• The automated process ensures that invoices are scanned once and processed quickly






MANUAL PROCESS

• Prior to implementing the Skelta solutions, Roland DGA operated a manual

accounts payable process in which vendor invoices were routed to

managers in folders for physical signatures.

• Because of this archaic system, Roland DGA’s accounting teams were

unable to track folders once they left the accounting department.• This resulted in misplaced documents, approval delays and time wasted

searching for and reproducing paper documents.

• Due to various regulation protocols, Roland DGA was subject to financial

review several times a year by external auditors to ensure that its

accounts payable department invoice approval policies were followedaccording to strict guidelines.




• After reviewing the inefficiency of its manual approval process, Roland

DGA had an urgent need to automate, simplify and better manage its

accounts payable processes. Following an extensive review of its invoice

approval process, the company identified the following critical

requirements for an automated system:

• Improve information accuracy and processes

• Reduce processing cycle time, errors and cost

• Complete audit trail of approvals for compliance

• Manage documents electronically for paperless processing

• Dynamically change approval steps and document flow

MANUAL PROCESS




MANUAL PROCESS

• Roland DGA’s information system is based on Microsoft solutions to

maximize productivity and streamline management of the overall IT

infrastructure. It was therefore critical that any technology platform used to

create and manage the accounts payable process needed to leverage the

installed Microsoft technology.

• The new system had to closely integrate with existing IT systems such as

Roland DGA’s accounting system which used Microsoft Dynamics Great

Plains (Dynamics GP) and the Microsoft Office SharePoint Server (MOSS)

intranet platform.




COMPREHENSIVE SOLUTION

• Roland DGA examined more than 70 solutions for automating various

accounts payable processes. The company analyzed workflow, document

management, ease of use, Dynamics GP integration, MOSS integration,

technical architecture, notification alerts, reporting and data access, support

capabilities, total cost of ownership and the potential system’s scalability.

• After a rigorous evaluation process, Roland DGA narrowed its final

selection down to the Skelta business process management solution (BPM)

from Invensys Operations Management. While Skelta BPM was rated

highly on its comprehensive functionality, specific capabilities helped

Roland DGA ultimately make its final decision:




• Extensive customization. Roland DGA needed to generate simple, user-friendly interfaces for non-technical employees, such as the accountingdepartment staff and business managers.

• Powerful group tasking and notification capabilities. In particular, thecompany wanted to send consolidated notifications, tasks and routing workvia multiple channels such as the Web, email or text messaging.

• Business Activity Monitoring (BAM) capabilities. Roland DGA neededdetailed process audit trails to address traceability and compliancerequirements.

• Integration capabilities. Skelta BPM operates on open standards such asXML and Web services that easily work with a range of systems such asDynamics GP 9.0 and higher, MOSS 2007 and higher and the Microsoft

.NET Framework 3.0.• Synergy. The most critical capability. Skelta BPM could easily mesh with

the overall information systems at Roland DGA.

COMPREHENSIVE SOLUTION




TEAM EFFORT

• Roland DGA worked closely with the Invensys Skelta professional services

team to design and deploy an entirely new accounts payable application.

• The Skelta BPM solution was seamlessly integrated with Microsoft

Dynamics GP 9.0, which managed all transactions, along with MOSS 2007,

which served as the repository for documents, workflows and privileges.

• Using the Skelta BPM solution, Roland DGA was able to create a more

robust accounts payable process.

• Skelta Accounts Payable is a completely Web-based vendor invoice

processing solution that streamlines the order-to-pay cycle for purchase

order and non-purchase order transactions.




KEY REASON FOR INVESTMENT

“The key reason Roland DGA invested in the Skelta Accounts Payable

solution was to have a solution that is paperless, cost-conscious and efficient,”

said Bruce Lauper, Executive Vice President of Finance and Chief Financial

Officer at Roland DGA.




BENEFITS

• With the help of the Invensys Skelta solutions, Roland DGA has been able

to meet a number of critical requirements set for the accounts payable

process. These include:

• The creation of a complete audit trail to record every document which is

stored for easy retrieval. This process meets Roland DGA’s compliance

needs for ISO and Sarbanes-Oxley quality standards.

• A streamlined process has been established improving overall invoice

approval time. The process has been reduced from several weeks to only

two to three days.

•

Roland DGA can increase vendor discounts taken for on-time and earlypayment by up to 40 percent.

• Roland DGA also has been able to reduce the resources of its accounts

payable staff in half.




BENEFITS

• The accounting department now has complete visibility into the status and

location of all documents at all times,” said Bob Castle, Vice President of

Operations and CIO at Roland DGA.

• “Efficiently automating business processes is a key strategic initiative for

Roland DGA that allows us to stay ahead of our competitors.

• The Skelta BPM system provides Roland DGA with a great platform to

automate all types of business processes.

• By integrating accounts payable processes with existing Microsoft

technologies, Invensys has enabled Roland DGA to leverage its prior

investments saving us time and money during this technologyimplementation process.”




SKELTA

http://www.skelta.com/

Corporate Address

10900 Equity Drive,

Houston, TX 77041 USA

Tel: +1 678 306 4110

R&D / Innovation Center:

Invensys Skelta

Salarpuria Touchstone,

Sarjapur Outer Ring Road,Bangalore - 560 103 India

Tel: +91 80 4060 2600




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