1. Outsourced Invoice Processing
Dave McAteer Commercial Manager COINS-etc Richard Manson Documetric, Business Development Manager
Hello everybody me again
Dave McAteer Commercial Manager COINS-etc
And this time I am joined by the Business Development manager from our newest partner Documetric
We are going to talk to you this afternoon about a slightly different approach to receiving electronic invoices.
Outsourced
Invoice Processing 1

2. Electronic Invoicing but all inclusive ? got to be the way to go ...
Because despite the fact that EIPP is dead, there is still enormous value in delivering invoices electronically.
But can it be all inclusive.

3. Processes Electronic Invoicing
Order System 1
HUB 2
Invoice 3 4
Well I don’t see why not.
The process is very straight forward
Even without e-Procurement, buyer raises PO supplier fulfils order and then generates an electronic Invoice from their accounting system instead of a paper one.
It is sent and delivered via the hub straight into the COINS invoice work bench. 3

4. What
Could be more simple ?
What could be more simple?

5. Processes Electronic Invoicing
Order System 1
HUB 2
Invoice 3 4
Well the problem is, there are lots of suppliers who haven’t got modern systems and therefore haven’t got the technical capability to send an electronic invoice
Or it’s just not currently cost effective to invest in the technology to make it happen
Or many other reasons which mean there are still lots and lots of Paper Invoices 5

6. Paper get rid of it just can’t So if we can’t get rid of it completely
What do we do about it?

7. Outsourced Invoice Processing Combining the two
Order System 1
HUB
Invoice 3 2
Scan - Intelligent
Capture
- -
Outsourced Transaction
Processing Centre 4 5
We need to combine the two. And that is where outsourced invoice processing comes in.
Those suppliers who have the technology stillsend their invoices electronically via the hub.
Those who don’t continue to send paper. But instead of sending invoices to the buying organisation they send them to a PO box belonging to the outsourced transaction processing centre.
Here they are sorted and scanned. Data is extracted using OCR and once validated sent on to the COINS-etc hub.
The hub does it’s normal job and delivers the invoices straight into the COINS invoice workbench just like real electronic transactions
Clever stuff. 7

8. Specialist area Documetric so partnered with
Too clever for us, so we partnered with Documetric and here to tell you exactly how it all works is Richard.

9. Outsourced Invoice Processing Who are Documetric?
Core Service
Preferred Delivery Partner for:
Remittance processing
BACS Processing
Electronic Funds Transfer (EFT)
Invoice Processing
Call Centre services
Forms Processing
Other Clients

10. Outsourced Invoice Processing Documetric Credentials
History - Providing outsource Business Process Outsourcing services since 1973
Banking Credentials - Preferred supplier to a number of banks for lockbox (payment processing for businesses), Payroll and Voucher processing services
Location - UK based operations, global reach through partnerships
Customers - servicing over 60 clients, over 100,000 end customers!

11. Outsouced Invoice Processing Documetric Crudentials
Transaction statistics:
Documetric pays approximately 7.5% of the UK workforce
Documetric processes in excess of 47 million transactions a year
Documetric processes payments with a value in excess of £24 billion per annum
Documetric is one of the top five largest BACS bureaus in the UK
SLA - Standard SLA of >99% accuracy (industry standard 95%)
Accreditation - PCI, ISO 9001 (Quality) and ISO (Security Mgmt)

12. Outsouced Invoice Processing Why Outsource anyway?
Removes non core function – allowing personnel to focus on value add activities
Visibility:
Cost - Every invoice is the same price to process!
Quality % SLA guaranteed
Timeliness - If received in the morning, they are processed by afternoon
Increase controls and quality - Reduced error rate

13. Outsouced Invoice Processing Why Outsource anyway?
Cost:
Reduction in labour. No internal staff needed to capture data. No technical staff needed to support data capture application
No Hardware / Software. No need to purchase scanners, servers, software. No maintenance
Low risk & Platform for further outsourcing
Seamless management of fluctuations in volume

14. Outsouced Invoice Processing What Documetric Customers say
“ Documetric’s payment processing service allows us to benefit from new technology, to improve our efficiency and effectiveness and enables us to be more flexible in our approach to getting the job done. Because the Documetric operation works so well, it feels as though they are part of our organisation rather than outside it”
Janet Pick, Revenues Manager,
High Peak Borough Council

15. Outsouced Invoice Processing What Documetric Customers say
“ The service provided by Documetric has improved our efficiency in handling receipts from up to 20,000 customers each month .... Specific improvements include increased accuracy levels on receipt matching and greater flexibility when dealing with volume fluctuations”
ATS Euromaster

16. Outsouced Invoice Processing What Documetric Customers say
“ The invoice capture service provided by Documetric has delivered efficiency gains in our process beyond expectations – we are now able to process up to 65% of invoices automatically without anyone touching them”
John Morgan, European Purchase to Pay Manager,
Huntsman Tioxide

17. Outsourced Invoice Processing Paper Invoices

18. Outsourced Invoice Processing Scan and Capture Service
Invoice Scan & Capture
Mail – paper invoices 1
Receive mail & Sort 2
Open, Sort & Batch 3
Scan & Archive 4
OCR / Data Capture 5
Review & Validate 6
Transfer to COINS 7
COINS ETC
1. Mail Delivery - Locally hosted PO Box
5. OCR / Data Capture – Capture invoice data items using Intelligent Data Capture software
2. Receive & Sort - Sort per customer group
3. Open , Sort & Batch – Out sort items not to be scanned. Batch invoices and supporting docs
6. Review & Validate – manually validate every item captured / required
4. Scan & Archive – Scan invoices using ‘clean up’ technology. Update header and archive / destroy originals
7. Transfer to COINS ETC – once validated, transfer to COINS ETC to be processed

19. Outsourced Invoice Processing Combining the two
Order System 1
HUB
Invoice 3 2
Scan - Intelligent
Capture
- -
Outsourced Transaction
Processing Centre 4 5
Thankyou Richard
Clever Clever stuff
Successfully combining the two 19

20. Outsourced Invoice Processing Summary
Paper invoices:
received, sorted and scanned
data extracted & validated
Image and data file transferred to COINS-etc
Invoices stored, destroyed or sent back
Delivered by the same mechanism as other electronic invoices
Because
Paper via Documetric
Electronic directly via the hub
Same ultimate delivery method

21. Electronic Invoicing And all inclusive ! got to be the way to go ...
Electronic Invoicing from 100% of your suppliers
How good is that?
We are very excited about this solution and are this close to getting our first project off the ground.
Just waiting for final board approval from one of our clients and we are away.
Watch this space for updates
Thank you

22. Thank you Questions? Dave McAteer Commercial Manager Coins etc
Richard Manson Documetric
Business Development Manager