1. RPA in financial processes
SAVINGS. Productivity.
Security. scalability
28.06.2018
Liviu Apolozan – CEO DocProcess
Bertrand Gregory – CFA Romania Hypermarche

2. Agenda
• What is RPA and why now?
• Accounts Payable automation with RPA and complementing
technologies
• Case study: Romania Hypermarché
• Where to start: steps on building an automation business case

3. 3,200partners
25,000
users
DocProcess
We offer services for the digital transformation of companies through RPA. Our
automation platforms are aimed at enterprises, shared services centers and
BPOs, with a focus on finance, accounting and logistic services.

4. What is RPA and
how it is evolving?

5. What is RPA?
By freeing up human labor to provide additional capacity for strategic work ,
RPA creates more value with less investment. Employees can focus on tasks
requiring:
• Emotional intelligence
• Reasoning
• Judgement
• Interactions & building relationships
Robotic Process Automation or RPA is a software application that replicates
the actions of a human being. It is configured to follow business rules.

6. The evolution of robotics
Script based
automation of
routine tasks
that mimic
human actions
RPA
Cognitive
Language
Technologies
Machine
Learning
Deep Learning
Artificial
Intelligence
Techniques that
enable the
analysis, and the
understanding of
human language,
to facilitate
integration with
machines.
Autonomous
decision making
based on big
data, pattern
recognition and
statistical tools
Mimics human
intelligence in
handling
abstract
concepts.
Communicates
and responds to
a situation just
like a human.

7. Finance & Accounting – ripe for automation
Capgemini, Digital transformation to empower CFOs.
44%
of CFOs want to launch a
digital project in the coming
years.
-71%
Reduction in costs when
receiving a dematerialized
invoice (P2P)
-65%
Reduction in costs when
sending a dematerialized
invoice (O2C)

8. Why automate now?
Technological Economical Legal
• Ease of
implementation
• No need to
replace legacy IT
infrastructure.
• EU directive
mandating that
starting 2020, all
European B2G
companies will
have to be able
to issue/receive
e-documents.
• Mounting
pressure to
decrease costs
and achieve
operational
excellence
Social
• Lack of qualified
work force

9. BUYER
Purchase 2
Pay
SUPPLIER
Order 2
Cash
Create
order
Receive
order
Issue
dispatch
advice
Process
dispatch
advice
Issue
receipt
advice
Process
receipt
advice
Issue
invoice
Process
invoice
Is order entry
accurate?
Is the
content
accurate?
Did we
receive what
we ordered?
Is the fiscal
data correct?
Complex process – many questions
Is the price
correct?
Is the VAT
rate accurate?
Are product
codes
consistent?
Are we
late on
payment?
Did we
receive all
invoices for
goods
received?
Is the
reporting
accurate and
complete?
Did they
apply the
promo
discount?
Did we
prepare for
shipment
arrival?
Did the
shipment
have a PO?
Approve
invoice
Journal
entry
Pay &
reconcile
Receive
payment &
reconcile
Did we
allocate the
invoice
correctly?
Is the VAT
statement
correct?

10. What professionals need
Procurement
needs:
correct orders
placed to
suppliers
good
relationships
Logistics
needs:
correct &
timely order
fulfillment
Invoice
control needs:
correct
invoices
(fiscally &
contractually)
no disputes,
errors
timely invoices
Accounting
speedy
approval
easy journal
entry
Treasury
correct &
timely
payments
accurate cash
management
CFO
savings / cost
reduction
operational
efficiency
To fulfill all these needs, a specialized RPA-based platform is required

11. A intermediation platform: DocXchange
• ERP (iDoc,
EDIFACT, XML)
• Paper
• Pdf
• Online portal
Receive Process Pay
• Business rules
• Validation
• Matching
• Workflow / Approval
• Alerts
• Disputes
• General Ledger
allocation
• Payment approval
• Payment file
generation
• Payment validation
• Statement
reconciliation
SUPPLIER
BUYER
Master data
harmonization E-archiving Content Services
Status messages
Buyer’s bankSupplier’s bank

12. How automation
helps with financial
objectives

13. KPIs improved through automation
Operations
• Total cost to perform AP process
• Delivered goods, not invoiced
• No of invoices processed / FTE
• No of FTE / 1million EUR in revenue
• Invoices with exceptions vs correct
invoices
• Cycle time – invoice receipt to payment
processed
• % correct invoices
• % payments in due time
• Correct payments vs total payments
Operations (continued)
• Days payable outstanding
• Early payment discounts
Relationships
• Issues raised by suppliers
• No of supplier disputes
Employees
• Work satisfaction
• Individual productivity

14. Results
Dimension Before DocXchange After DocXchange
direct processing costs per correct invoice
with PO 4.5 Eur. 1.3 Eur.
No of inbound invoices/1 FTE / month 750 +30.000
% invoices with errors 35% 0.01%
Payback time
18 months (business case
estimate) 2-6 months * (real)
Indirect savings - 0.05%-1% revenue
Paper invoice volume 100% 3%
Inbound invoice posting 20-25 days Real time
Based on projects implemented 2013-2017 in Romania*Depending on the pricing model and the power buyer-supplier

15. Case study:
Romania
Hypermarché

16. Romania Hypermarché
Project outline:
• Retail locations: 11
• No of suppliers: +1400
• Invoice volume/ year:
500.000
• Investment: 20.000 eur.
• Savings @ 18months:
150.000 eur
• Increase in no of invoices processed / FTE
• More accurate cash flow predictions
• No more rejected invoices due to errors.
• No more delays in VAT recovery.
• Correct legal reporting (D394, D300)
• The elimination of goods received without invoice
• Significant reduction in outstanding bills / delayed payments
• Improved auditing process
Results

17. Where to start

18. How to start a financial automation process
Centralize &
standardize
processes
Replace paper
with einvoices,
while using
OCR as
transitional
step.
Harmonize
master data
Replace and
automate:
Orders,
dispatch
advices,
receipts
Optimization steps
Benefits
Automate
journal entries
Automate
payment and
reconciliation

19. Appendix:
Ardent Partners – benchmarks
Full report is here: http://payablesplace.ardentpartners.com/epayables-2018/

20. DocProcess
Founded
2005
+ €1.65MRevenue 2017
+3,200
Clients
+ 25,000
Users
+ 90M
Processed documents - 2017
+50
Employees
Services
Digital transformation through RPA for enterprise, SSC and BPOs
Offices
Bucharest, Romania
Grenoble, France

21. Thank you!
Ileana Chermenschi
Marketing Director DocProcess
Ileana.chermenschi@doc-process.com
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