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ERS / Self-billing Let your suppliers do the work: How to setup ERS / Self-billing with your most suitable suppliers? AP T...
Agenda• Prague Payables Center perspective• ERS / Self-billing• ERS benefits• ERS potential issues• ERS in Prague Payables...
Prague Payables Center•   ExxonMobil BSC Prague provides Payables services to ExxonMobil affiliates in 30 countries•   Int...
ERS / Self-billing       Evaluated Receipt Settlement (ERS) is a standard SAP process to produce invoices                 ...
ERS BenefitsBenefits for Customer:•Reduce paper (no mail, no filing, long term eArchiving)•Eliminate invoice processing   ...
ERS potential issues  ERS is a great invoicing tool . . .                            . . . if selectively appliedPotential...
ERS in Prague Payables Center• ERS adopted in ExxonMobil Europe since 1999• Successful ERS expansion project in 2006-2007•...
Case for change                                           Weaknesses                                           •No clear o...
ERS CoE concept                                                                            Strengths     • Training and su...
How to identify the supplier?Example for demonstration purpose only                                         • Supplier A –...
How to setup supplier to ERS?                              Perform final ERS            Initiate cutover plan for ERS     ...
ERS potential issues   ERS is a great invoicing tool . . .                             . . . if selectively appliedPotenti...
Success factors• Clear ownership of the ERS end-to-end process• Deep knowledge of PtP process and tax  implications• Accur...
Summary Concentrate ERS end-to-end process in one team  • Drive continuous improvement  • Prompt errors detection prevent ...
Questions            15
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Let your suppliers do the work: how to set up ERS/self-billing with your most suitable suppliers

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One way to increase the efficiency in the payables process is to reduce the manual data entry of invoices. Self-billing or ERS is a strategy you can use to achieve this, but it can only be implemented with certain suppliers and in the right way.

So how do you know which suppliers are the best candidates and how do you make it work?

In this presentation from The Accounts Payable Tech Summit 2011, Leonardo Pucciatti, Payables Project Manager at Exxon Mobil will cover:

• Selecting and analysing payables metrics to find suitable vendor candidates for ERS
• Drawing up a matrix of roles and responsibilities – how exactly is procurement involved in your strategy?
• What key lessons have Exxon Mobil learnt after over a decade of using ERS?

Publicada em: Educação, Tecnologia, Negócios
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Let your suppliers do the work: how to set up ERS/self-billing with your most suitable suppliers

  1. 1. ERS / Self-billing Let your suppliers do the work: How to setup ERS / Self-billing with your most suitable suppliers? AP Tech Summit 6th – 8th December Leonardo Pucciatti, Payables Project Manager, ExxonMobil Richard Slovak, ERS Center of Excellence Supervisor, ExxonMobilThis presentation includes forward-looking statements. Actual future conditions (including economic conditions, energy demand, and energy supply) could differmaterially due to changes in technology, the development of new supply sources, political events, demographic changes, and other factors discussed herein (and inItem 1 of ExxonMobil’s latest report on Form 10-K). This material is not to be reproduced without the permission of Exxon Mobil Corporation.
  2. 2. Agenda• Prague Payables Center perspective• ERS / Self-billing• ERS benefits• ERS potential issues• ERS in Prague Payables Center• Case for change• ERS CoE concept• How to identify supplier?• How to setup supplier to ERS?• Success factors 2
  3. 3. Prague Payables Center• ExxonMobil BSC Prague provides Payables services to ExxonMobil affiliates in 30 countries• International environment, young population with high language skills• Prague Payables Center covering 1.5M transactions annually Payables sites 3
  4. 4. ERS / Self-billing Evaluated Receipt Settlement (ERS) is a standard SAP process to produce invoices on behalf of suppliers based on purchase order and goods receipt Create and sendProcurement Purchase OrderSupplier Delivers goods & ERS Copy Invoice sent to Payment services Vendor ReceivedGoods receiver Create Goods receipt ERS Invoice Original ERS invoicePayables automatically generated electronically archived 4
  5. 5. ERS BenefitsBenefits for Customer:•Reduce paper (no mail, no filing, long term eArchiving)•Eliminate invoice processing ERS invoicing process Paper invoicing process•Minimize recycles for non-matching invoices•Optimize Payables control step•Prevent aged open items on liability account (GRIR account)•Facilitate VAT treatment Pre-check and scanning•No change in the upfront PtP process Controls and troubleshooting Invoice processingBenefits for Supplier:•Increase on-time payments•Eliminate the risk of “lost” invoices Helpline and payment•Reduce costs for invoice handling and mailing Troubleshooting and controls Payment and accounting 5
  6. 6. ERS potential issues ERS is a great invoicing tool . . . . . . if selectively appliedPotential ERS issues:•Implementation cost not meeting benefits•No timely and accurate goods receipts•Frequent price updates•Contract price not including all costs•Supplier not able to reconcile payments 6
  7. 7. ERS in Prague Payables Center• ERS adopted in ExxonMobil Europe since 1999• Successful ERS expansion project in 2006-2007• Challenging expansion after project close-out • Expansion ownership was in Procurement • Limited knowledge on ERS process and VAT implications • Expertise on end-to-end PtP process necessary • ERS end-to-end process split across organization • Procurement identify ERS vendors and setup contracts • Payables perform controls, troubleshooting and helpdesk• Concentration of the ERS end-to-end process in one team was the choice 7
  8. 8. Case for change Weaknesses •No clear owner of ERS end-to-end process Procurement Payables •No Procurement incentive to ERS expansion •Identification of •Setup vendor ERS candidates master •Significant training effort in Procurement •Load contracts to •Check control SAP reports •Limited tax knowledge in Procurement •Interface with •Helpline vendor and client •ERS invoice •ERS candidate selection does not consider •Problem solving corrections existing invoicing issues •ERS process expertise segmented across organizations Suppliers •Poor diagnostic of the problems Clients 8
  9. 9. ERS CoE concept Strengths • Training and support to ensure • Implementation process accuracy and timeliness • Helpline •Clear ownership of ERS process •ERS process expertise centralized Goods Suppliers receivers •Preventive analysis to identify ERS candidates •Negotiate ERS with vendors Payables ERS Procurement •Lead cut-over process CoE •Review complex scenarios with tax• Informing about • Optimal agreement setup cut-over plan •Concentrate all operation ERS activities •Unique helpline for vendors and clients IT Tax •Promote improvement opportunities • Solving technical issues • Ensure tax compliance •Interface with IT to enhance system 9
  10. 10. How to identify the supplier?Example for demonstration purpose only • Supplier A – providing transportation services for sales • Supplier B – delivering chemical products for chemical plants KPIs (annual) Supplier A Supplier B Invoice volume 25 120 Avg. no. of deliveries per inv. 50 1 Invoice recycling 1% 20% Payables KPIs FI invoices 0% 0% LVT invoices 0% 25% Price changes annual monthly Non-contract POs 0% 10% Procurement KPIs 10
  11. 11. How to setup supplier to ERS? Perform final ERS Initiate cutover plan for ERS ERS CoE feasibility check on the implementation: selected supplier • Communication to clients and awareness training • Communication to Procurement and Payables Operational Team Identify ERS • Clean-up of vendor account candidates • Request vendor master update Contact vendor to • SAP agreement and open POs propose ERS agreement update (Procurement support if needed) Request the supplier to stop issue invoices Obtain singed ERS Hand-over ERS Periodic check agreement from vendor request form and copy to ensure of ERS agreement to flawless ERS Procurement processFill in ERS request form Filing completed ERS Procurement with supplier details request form and copy of ERS agreement 11
  12. 12. ERS potential issues ERS is a great invoicing tool . . . . . . if selectively appliedPotential ERS issues: Suggestions:•Implementation cost not meeting benefits •Apply it for mid / high volume suppliers•No timely and accurate goods receipts •Good receivers awareness•Frequent price updates •Use PtP KPIs to select ERS candidates•Contract price not including all costs •Negotiate delivered price•Supplier not able to reconcile payments •Provide support and helpline to suppliers 12
  13. 13. Success factors• Clear ownership of the ERS end-to-end process• Deep knowledge of PtP process and tax implications• Accurate selection of ERS candidates• Structured cut-over plan for each new ERS vendor• Awareness and training of all involved parties• Strong interface with Procurement, Tax and IT• Parallel work to reduce recycles and expand ERS opportunities• Management buy-in: Cascade ERS efficiencies to the clients 13
  14. 14. Summary Concentrate ERS end-to-end process in one team • Drive continuous improvement • Prompt errors detection prevent re-occurrences and helps identify contract adjustments • Unique ERS focal point for the whole organization Use Payables and Procurement metrics to select ERS candidates • ERS works well if „traditional“ paper process works well Awareness of all involved parties is a key factor • Time spend in training has a good pay back Distribute the benefits 14
  15. 15. Questions 15

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