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Driving Dramatic Cost Savings by Automating Accounts Payable

This presentation, led by IT Manager Susan Zielinski of Sherwin-Williams, explores the automation journey of the company’s accounts payable (AP) processes. Founded in 1866, Sherwin-Williams is a leading global paint and coatings manufacturer. This session highlights the transition from a paper-based invoicing process to a streamlined, automated system aimed at increasing efficiency, reducing errors, and improving Days Payable Outstanding (DPO). Attendees will learn about the benefits achieved, challenges faced, and future initiatives for global rollout.

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Driving Dramatic Cost Savings by Automating Accounts Payable

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  1. Driving Dramatic Cost Savings by Automating Accounts Payable Session ID#: CON7981 October 2, 2014

  2. Introduction Susan Zielinski IT Manager

  3. The Sherwin-Williams Company • Largest producer of paint & coatings in US, among top 3 worldwide • Founded in 1866, Cleveland, OH • 2016 is 150th Anniversary • 2013 - $10.19 billion in sales • Business in 120+ countries • 34,000+ employees • 4,000+ company owned stores • 90+ manufacturing facilities globally

  4. The Sherwin-Williams Company

  5. SW Invoicing • Original Process • AP utilized Readsoft and 3 Lotus Notes Databases to process paper invoices • Initial production launch May 2011 • Goal: streamline invoice processing and convert to a paperless process • 3 process flows • eExpense Purchase Order (PO) processing • User id PO processing • Raw material (AOM & QAD) PO processing • Volume 10,000 invoices / month

  6. SW Invoicing Process Flow

  7. OFR Verifiers • September 2011, opened office in Kuala Lumpur (KL), Malaysia • Staffing: US – 3 resources; KL – 13 resources • Additional growth expected in KL as more tasks are assigned • KL team spends 45% of their time in OFR Verifier

  8. SW Invoicing – 3-Way Match • OFR 3-Way Match on PS6 launched August 2014 • Match against purchase order, invoice, and receipt • Goal: eliminate need for Accounts Payables (AP) processors to key purchasing invoices into Oracle AP • Redeploy AP resources to work on more value added activities • Benefits: reduce keystroke errors and improve invoice Days Payable Outstanding (DPO) • Enabled OFR line pairing • Volume for 2014: 43,000 indirect, non-PO invoices plus 38,000 raw material/finished good invoices

  9. SW Invoicing – 3-Way Match • OFR 3-Way Match Cost Savings • No reduction in personnel anticipated • Focus has shifted from data entry to hold report analysis and system analysis • Onboard Inventory Orgs without adding headcount • In the last month, managed increased inventory locations via acquisition • 3 manufacturing facilities, 2 distribution centers, and expanded HQ purchases related to 300 facilities • Added 7,000 invoices (17,000 invoices / month cumulative)

  10. SW Invoicing - Benefits • Business • Improve internal controls • Improve invoice DPO • Reduce keystroke errors • Ability to change variables at runtime with SOA Composer • IT • Ability to leverage Out of the Box (OOTB) user interface (worklist) • Ability to leverage OOTB monitoring, troubleshooting, and reporting tools (Enterprise Manager (EM), BAM) • Increase development efficiencies through BPM Studio and JDeveloper • Integration between Oracle product suite

  11. SW Invoicing – 2015 Initiatives • Rollout to Brazil – June • Language considerations end to end • Multi-currency and tax • Add 1,000 invoices (18,000 invoices / month cumulative) • Stores Merchandise Management System (MMS) Migration • MMS is old mainframe software and difficult to find new talent who knows the technology • Goal: improve data performance • Add 9,000 invoices (27,000 invoices / month cumulative)

  12. SW Invoicing – Future Initiatives • Rollout to Rest of World • Latin America, Canada, Asia, Europe • Invoice workflow is manual • Electronic approval will improve internal controls • Allow transition from manual invoice entry to electronic import into Oracle AP

  13. SW Invoicing - Challenges • Internal • Small development team with complex product suite • Ability to design and scale a custom solution • Global scope coverage • Oracle Product • Upgrades • Performance • OOTB end to end reconciliation

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