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Accounts Payable

Accounts Payable . And. Workflow. Imaging . To Be Vision and 1st Quartile. Implemented 4/1/2000 To Be Vision 1st Quartile ‘97 Baseline (Steady State) ( Benchmark) Cost per Invoice $5.07 $2.83 $2.55 Currently at $4.70 (+or-). Zeke the Cost Cutter.

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Accounts Payable

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  1. Accounts Payable And Workflow Imaging

  2. To Be Vision and 1st Quartile Implemented 4/1/2000 To Be Vision 1st Quartile ‘97 Baseline (Steady State) ( Benchmark) Cost per Invoice $5.07 $2.83 $2.55 Currently at $4.70 (+or-) Zeke the Cost Cutter

  3. Oracle Accounts Payable • Key Applications: • Purchasing Card • Sales and Use Tax Calculations with Vertex • Bottomline Disbursements System • Self Service Expense (Wave 2) • Electronic Invoice Feeds  Vendors Business Units Tax PeopleSoft HR/Payroll

  4. Oracle Accounts Payable Key Applications (Cont) • Scanning  • Reduces cost of filing and retrieval • Reduces storage cost - offsite and onsite • Tax/Internal Audit savings • Workflow  • Mail/Courier cost savings • Ability to track invoices from receipt 170 Systems/Oracle/other Kodak Scanner

  5. 170 Systems Architecture

  6. Key Assumptions (As of 4/1/2000) • Centralized receipt/entry of invoices from vendor • Workflow and scanning will be implemented • Purchasing card implementation • Single bank account • Oracle PO not initially available

  7. AP Process Flow (As of 4/1/2000) At a high level, the AP process would look like this... 2. Document is scanned for data entry and filing 1. Vendor sends Invoice to BASC 6. BASC AP group generates payments to vendors and postings to GL BellSouth Affiliate Service Corp 3. Data entry clerk inputs invoice header information into Oracle AP 5. Information input by Business Unit directly into template which uploads into Oracle AP. Routed for authorization according to Business Unit authorization rules. 4. Scanned document and web application input facility workflowed to Business Unit to provide account coding, tax information, and authorization

  8. Process Changes from Current State Invoices filed and stored using various methods Remote user keys all information Business units have independent relationships with vendors Invoices mailed directly to various Business Unit locations Paper invoices are routed from the point of receipt to the certifier, to the approver, and to the AP processing group, resulting in frequent inbox delays BASC scans all invoices for data entry and easy filing and retrieval BASC keys header information; account codes, tax information and authorization populated by business unit users BASC centralized vendor maintenance maximizes potential for vendor management by BellSouth Procurement BASC receives all invoices directly from vendor Scanned invoices are routed to the certifier, approver and back to BASC via workflow technology that provides monitoring for timeliness Current State Changes

  9. Process Changes from Current State Payments are processed by each entity using separate bank accounts which require reconciliation Not all entities take advantage of discounts Procurement Card usage is currently limited to BST, BBS & BBI 100% edit of transactions at most entities Use of electronic feeds are limited to primarily internal systems Payments will be consolidated using one central account, requiring only one reconciliation BASC will always take early payment discounts where available Procurement Card will be rolled out to all organizations to eliminate expensive processing costs for low dollar transactions Statistical sampling at BASC will drastically reduce the number of transactions reviewed BASC can negotiate electronic invoicing with high volume vendors on behalf of all entities Current State Changes

  10. Key Policy Changes • Centralized vendor file maintenance • P-card for low $ transactions • Business Units responsible for monitoring authorizations • Statistical Sampling for edit function • Auto approval for certain electronic feeds

  11. AP Re-Design (1/1/2001) Major Changes: • Decentralized Invoice Receipt • Field coordinates with vendors • Manual certification and authorization of hard-copy invoices • Certifiers & Authorizers use of MarkView is no longer required • Field submits invoice to BASC when ready for processing

  12. AP Re-Design (1/1/2001) Major Changes (Cont): • Invoices Workflowed to Coders Only • Coders input the authorizer’s name • Six Day Rule is eliminated • Coders responsible to process invoices to ensure timely payment • Aging reports will alert Controllers to processing delays

  13. AP Re-Design (1/1/2001) Major Changes (Cont): • Only use of fax server will be for Rush Invoice requests • All other invoices must be mailed in to BASC for processing • Coder routing choices: • To another Coder • Ready to Pay • Back to BASC if error or “do not pay”

  14. New Accounts Payable Process Flow (As of 1/1/2001) Vendor Mails Invoice to Field On Invoice Notate Coder, Obtain Certification and Approval Mail to BASC Accounts Payable Key Header Information (e.g. vendor name, invoice #, invoice amount) Scan into System Route to Coder Coder Codes, Answers tax questions, Indicates authorizer System Makes Payment according to Vendor Terms

  15. Q & A Questions ? ? ? ? ? ? ? ? ? ?

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