Developing purchase invoice processing through workflow automation

The aim of this master’s thesis is to research and analyze how purchase invoice processing can be automated and streamlined in a system renewal project. The impacts of workflow automation on invoice handling are studied by means of time, cost and quality aspects. Purchase invoice processing has a lot of potential for automation because of its labor-intensive and repetitive nature. As a case study combining both qualitative and quantitative methods, the topic is approached from a business process management point of view. The current process was first explored through interviews and workshop meetings to create a holistic understanding of the process at hand. Requirements for process streamlining were then researched focusing on specified vendors and their purchase invoices, which helped to identify the critical factors for successful invoice automation. To optimize the flow from invoice receipt to approval for payment, the invoice receiving process was outsourced and the automation functionalities of the new system utilized in invoice handling. The quality of invoice data and the need of simple structured purchase order (PO) invoices were emphasized in the system testing phase. Hence, consolidated invoices containing references to multiple PO or blanket release numbers should be simplified in order to use automated PO matching. With non-PO invoices, it is important to receive the buyer reference details in an applicable invoice data field so that automation rules could be created to route invoices to a review and approval flow. In the beginning of the project, invoice processing was seen ineffective both time- and cost-wise, and it required a lot of manual labor to carry out all tasks. In accordance with testing results, it was estimated that over half of the invoices could be automated within a year after system implementation. Processing times could be reduced remarkably, which would then result savings up to 40 % in annual processing costs. Due to several advancements in the purchase invoice process, business process quality could also be perceived as improved.

EDI e a fatura eletrónica redes colaborativas e desmaterialização

O Electronic Data Interchange (EDI) oferece um vasto leque de oportunidades para as empresas se tornarem mais competitivas. Não só na ótica dos processos de negócio de bens e serviços, como nas práticas organizacionais e de gestão. A adoção de tecnologias de informação e comunicação do comércio eletrónico B2B, visando o aumento da eficácia e eficiência na troca de documentos de negócio, possibilita a melhoria da colaboração entre agentes económicos de uma cadeia produtiva de bens ou serviços. O comércio eletrónico permitiu uma profunda transformação das práticas comerciais tradicionais, onde o EDI influenciou positivamente na forma de conduzir o negócio. Um conceito atualmente emergente é o de fatura eletrónica, essencial para o desenvolvimento da relação entre entidades (B2B). A desmaterialização da fatura acarreta inúmeros benefícios para as entidades envolvidas, tais como: a redução de custos, a redução do impacto ambiental e o aumento da produtividade e da transparência nos processos de negócio. Esta dissertação pretende abordar em detalhe as temáticas referentes ao EDI e à fatura eletrónica, no que concerne ao conceito, às mensagens, aos standards utilizados, aos benefícios e custos envolvidos, e a toda a sua envolvência ao longo de uma cadeia de abastecimento. Com base nestes conceitos, é apresentado um caso de estudo de sucesso na empresa nacional Sonae®, que pretende abordar todo o programa EDI da empresa. O esforço despendido na implementação do programa e na adoção da fatura eletrónica legal na Sonae® supera em larga escala os objetivos pretendidos, devido aos benefícios inerentes à utilização do EDI. A fatura eletrónica representa não só o conceito de troca de documentos via eletrónica, como também uma nova forma de conduzir os negócios.

Gestió de factures electròniques amb .NET (Visual Studio Tools for Office)

Creació d¿un software de gestió de factures electròniques desenvolupat en aquesta plataforma tecnològica, amb indicació expressa d¿utilització de les eines VSTO (Visual Studio Tools for Office) en la seva última versió.

Finvoice-verkkolaskun muodostus ja siirto laskutusohjelmasta pankkiin

Tällä hetkellä sähköinen liiketoiminta yritysten välillä on tulossa enemmän ja enemmän esille yrityksen jokapäiväisiin toimintoihin. Verkkolasku on suurin tekijä sähköisessä liiketoiminnassa, ja erilaiset verkkolaskustandardit ovat ajamassa sitä eteenpäin. Tässä diplomityössä käsitellään yritysten välistä sähköistä liiketoimintaa, ja perehdytään tarkemmin sen laskutukseen. Laskutuksen osalta käydään läpi erilaisia laskutustapoja ja tutustutaan tarkemmin Suomen Pankkiyhdistyksen Finvoice- verkkolaskustandardiin. Työssä kerrotaan laskutusjärjestelmään toteutetusta Finvoice- verkkolaskukomponentista, ja sen rajapinnoista eri komponenttien välillä. Laskun muodostamisen jälkeen kerrotaan laskun siirrosta pankin järjestelmiin eri yhteystapoja käyttäen.

Ostotoimintojen verkkolaskutuksen kehittäminen terästehtaalla

Diplomityön tavoitteena on järkeistää terästehtaan laskujen käsittelyä sekä parantaa ostotoiminnan kustannustietämystä. Työssä keskitytään kolmeen case-tapaukseen: ostolaskuja eniten lähettävään yritykseen ja kahteen romutoimittajaan, joiden laskukäsittely vie ajallisesti pitkään. Ostotoimintoja tarkastellaan prosessina tilauksesta ostolaskukäsittelyyn. Työssä on haastateltu kunnossapidon työnjohtoa ja laskunkäsittelijöitä, joiden perusteella on kartoitettu nykytila ja listattu parannusehdotukset. Työn lopputuloksena ehdotetaan toimintatapojen muutosta. Tavoitteena on saada laskut paremmin kirjattua järjestelmään ja kohdennettua oikeille tilauksille, jolloin kustannusinformaatio parantuu. Sähköisellä laskutusohjelmiston käyttöönotolla voitaisiin järkeistää sisäistä laskunkiertoa ja arkistointia.

Ulkoisen laskennan organisoinnin kehittäminen. Case: Stora Enso Oyj

Tutkielman päätavoitteena oli analysoida, miten taloushallintoa voisi kehittää case –yrityksessä ulkoisen laskennan osalta. Case yrityksenä oli Stora Enso Oyj. Tutkielmassa analysoitiin kolme kehittämisvaihtoehtoa. Ensin analysoitiin palvelukeskuksen soveltuvuutta case –yrityksen taloushallinnon kehittämiseen. Toiseksi tutkittiin, onko konsernin sisäinen fuusioituminen mahdollistanut case –yrityksen taloushallinnon toimintojen kehittämisen ja kolmanneksi etsittiin muita vaihtoehtoisia keinoja kehittää case –yrityksen taloushallintoa. Tutkielma edustaa ymmärtävää tapaustutkimuksen tyyppiä, jossa on normatiivisia piirteitä. Palvelukeskuksen soveltuvuus case –yrityksen taloushallintoon todettiin teoriassa hyväksi. Käytännössä sen toteuttamiselle löytyi kuitenkin esteitä, eikä palvelukeskusta tässä vaiheessa päätetty perustaa. Fuusioitumisen todettiin mahdollistavan case –yrityksen taloushallinnon kehittämisen vähäisessä määrin. Tätä ei kuitenkaan ole toistaiseksi hyödynnetty. Muina ratkaisuvaihtoehtoina taloushallinnon kehittämiseen tutkittiin lähinnä sähköistä ostolaskujenkäsittelyä. Se todettiin hyväksi vaihtoehdoksi ostolaskujenkäsittelyprosessin tehostamiseksi. Teoriaosuuden tavoitteena oli asemoida palvelukeskus muiden mahdollisten taloushallinnon kehittämisratkaisujen joukkoon. Palvelukeskuksen todettiin olevan lähinnä keskittämistä, mutta sisältävän piirteitä myös ulkoistamisesta ja liiketoimintaprosessien uudelleen organisoimisesta. Uusina seikkoina nousi esille asiakaslähtöisyys ja tulosvastuu.

Liitetietojen hallinta sähköisessä liiketoiminnassa

Viime vuosikymmenen aikana avoimet ja alustariippumattomat XML-pohjaiset standardikehikot ovat nousseet vakavaksi haastajiksi vanhoille EDI-järjestelmille. Uusilla menetelmillä tavoitellaan joustavampia toimintatapoja, laajempaa yhteensopivuutta ja alustariippumattomuutta. Työn tarkoituksena oli kehittää avoimia standardeja hyödyntävä rajapinta aiemmin toteutettuun WWW-palveluun. Teoriaosuudessa esitellään kolme avointa sähköisen liiketoiminnan kehikkoa, RosettaNet, Web service ja ebXML. Työn käytännön osuudessa toteutettiin sähköisen liiketoiminnan palvelu, jonka avulla organisaatiot voivat välittää dokumentteja keskenään. Palvelu toteutetiin Web service -tyylillä; se käyttää HTTP-protokollaa tiedonsiirtoon ja lähettää ja vastaanottaa tarkasti määriteltyjä XML-sanomia. Eräs keskisuuri suomalainen yritys käyttää toteutettua palvelua verkkolaskujen liitetietojen lähetyksen ja vastaanoton automatisointiin.

Asiakaslähtöisten raportointitarpeiden kartoittaminen sähköisen laskutuksen prosesseissa

Siirtyminen sähköisen laskun käyttöön on vähentänyt yrityksien käsittelemien paperisten laskujen määrää huomattavasti. Useimmiten yritys lähettää asiakkailleen lähtevät laskut sähköisesti palveluntarjoajalle, joka välittää ne edelleen vastaanottajalle. Myös laskujen vastaanotto tapahtuu useimmiten palveluntarjoajan kautta, joka toimittaa ne yritykselle sähköisinä. Useimmiten asiakasta kiinnostaa tietää kuinka paljon heidän laskujaan palveluntarjoaja on käsitellyt. Tämän johdosta sähköiseen laskutukseen siirtyminen vaatii palveluntarjoajalta kykyä tuottaa asiakkaalle raportteja, esimerkiksi käsiteltyjen laskujen volyymista. Suurilla palveluntarjoajilla, joilla on useita kymmeniä asiakasyrityksiä, raportointi voi vaatia paljon aikaa ja resursseja, mikäli se joudutaan tekemään manuaalisesti. Tämän työn tarkoituksena on tutkia yrityksen raportoinnin nykytilannetta sekä miettiä mahdollisia keinoja sen parantamiseen. Tutkimusosuus on toteutettu haastattelemalla yrityksen asiantuntijoita ja kysymällä heidän näkemystään yrityksen raportoinnin nykytilasta sekä sen kehitystarpeesta. Työn tuloksena syntyi kuva nykyisen raportointikäytännön kustannustehokkuudesta, asiakasystävällisyydestä ja suunnitelma näiden asioiden kehittämisestä.

Nota fiscal eletrônica reduz custos para o contribuinte?

O presente trabalho tem por objetivo investigar se a adoção de documentos eletrônicos, uma realidade cuja obrigatoriedade é crescente no Brasil, é acompanhada por uma redução nos custos de conformidade das empresas. O autor buscou o referencial teórico em várias áreas do conhecimento: no Direito Tributário e no Direito Civil, na Matemática Aplicada, na Tecnologia da Informação e, por fim, na Contabilidade. Do Direito Civil vieram os conceitos de documento, que juntamente com conceitos de Matemática e de Teoria da Informação permitem construir a noção de Documento Eletrônico. Do Direito Tributário vieram as noções relativas aos tributos no ordenamento brasileiro, e as suas obrigações associadas (principal e acessórias). Da Contabilidade buscaram-se as definições de custos de conformidade e de transação, de forma que se pudesse avaliar quanto custa para uma empresa ser conforme com as obrigações tributárias acessórias brasileiras, especialmente no que tange ao uso de documentos fiscais eletrônicos. O estudo foi circunscrito na Nota Fiscal Eletrônica, que no Brasil deve ser utilizada em operações de circulação de mercadorias em substituição à Nota Fiscal Modelo 1 ou 1-A, documento tradicional que existe há décadas no Brasil. Buscaram-se informações quantitativas com empresas brasileiras, e a conclusão final é que existem evidências que justificam a afirmação de que o uso de documentos eletrônicos é mais barato que o uso de documentos em papel, mediante a comparação entre os custos de transação associados com a Nota Fiscal Modelo 1 ou 1-A e com a Nota Fiscal Eletrônica.

Os impactos tecnológicos da implantação da nota fiscal eletrônica: um estudo de casos múltiplos

Increasingly, the Information Technology is used in the society, including the private, public and third sector organizational context. Technological tools are created in order to speed, automate, control and monitor processes. These technologies generate impacts on areas that permeate their use and the objective of this study is to investigate the implementation process of the Eletronic Invoice and the impacts arising from this technological tool in companies. For that, case studies have been conducted in three companies that emit and receive Eletronic Invoice, in a Information System consultancy, that provides softwares of Eletronic Invoice, and in a State Tax Department. Data collection was performed with organizations representatives through electronic questionnaires. The study concludes that it is expected, by the investigated organizations, that the tool reaches the benefits offered by the Tax Administration. However, these benefits have not been identified yet and neither have the use of methodologies in order to identify them. Moreover, the main impact found was the need for better training and participant´s technical qualification, followed by reducing printing costs and paper purchase

Mudança dos processos de negócios e adequação da TI nas empresas em decorrência da implantação do sistema público de escrituração digital SPED: um estudo de casos múltiplos

Companies have always been organized by processes, often imperceptible to its employees. With the advancement of technology, organizational processes currently run an organization through computers, and thus generate immediate information that is available to each sector. With the objective of seeking business information in real time, the government created the SPED - Public System of Digital, which involves three subsystems, which are the Electronic Invoice, Digital Accounting Bookkeeping and Digital Tax Bookkeeping. This system is revolutionizing the business structures when gathering, in an innovative way, all information and interlinked business processes. For the implementation of SPED, a revision in the organizational processes is required, since the information is generated and is sent online to the government, without mistakes. Thus the study aimed to analyze the change brought about by the implementation of the Public System of Digital SPED in the main business processes. In order to do so, we have performed a multiple case study involving three companies in the state of Para, two operate in wholesale and one explores agribusiness. The Data collection was performed by accounting professionals, IT and managers. According to the results obtained, it was found that in two companies, the IT infrastructure was capable of deploying the new system without major problems, while one company had more difficulties to cope with the new system. However, all companies had to examine its processes to make the customizations needed to fit. It was also observed that there is no IT Governance in two companies. Therefore, we recommend the use of an appropriate model, not only for the implementation of SPED, but as a way to manage and extract better results from investment in information technology

Os impactos tecnológicos da implantação da nota fiscal eletrônica: um estudo de casos múltiplos

Increasingly, the Information Technology is used in the society, including the private, public and third sector organizational context. Technological tools are created in order to speed, automate, control and monitor processes. These technologies generate impacts on areas that permeate their use and the objective of this study is to investigate the implementation process of the Eletronic Invoice and the impacts arising from this technological tool in companies. For that, case studies have been conducted in three companies that emit and receive Eletronic Invoice, in a Information System consultancy, that provides softwares of Eletronic Invoice, and in a State Tax Department. Data collection was performed with organizations representatives through electronic questionnaires. The study concludes that it is expected, by the investigated organizations, that the tool reaches the benefits offered by the Tax Administration. However, these benefits have not been identified yet and neither have the use of methodologies in order to identify them. Moreover, the main impact found was the need for better training and participant´s technical qualification, followed by reducing printing costs and paper purchase

Mudança dos processos de negócios e adequação da TI nas empresas em decorrência da implantação do sistema público de escrituração digital SPED: um estudo de casos múltiplos

Companies have always been organized by processes, often imperceptible to its employees. With the advancement of technology, organizational processes currently run an organization through computers, and thus generate immediate information that is available to each sector. With the objective of seeking business information in real time, the government created the SPED - Public System of Digital, which involves three subsystems, which are the Electronic Invoice, Digital Accounting Bookkeeping and Digital Tax Bookkeeping. This system is revolutionizing the business structures when gathering, in an innovative way, all information and interlinked business processes. For the implementation of SPED, a revision in the organizational processes is required, since the information is generated and is sent online to the government, without mistakes. Thus the study aimed to analyze the change brought about by the implementation of the Public System of Digital SPED in the main business processes. In order to do so, we have performed a multiple case study involving three companies in the state of Para, two operate in wholesale and one explores agribusiness. The Data collection was performed by accounting professionals, IT and managers. According to the results obtained, it was found that in two companies, the IT infrastructure was capable of deploying the new system without major problems, while one company had more difficulties to cope with the new system. However, all companies had to examine its processes to make the customizations needed to fit. It was also observed that there is no IT Governance in two companies. Therefore, we recommend the use of an appropriate model, not only for the implementation of SPED, but as a way to manage and extract better results from investment in information technology

Os impactos tecnológicos da implantação da nota fiscal eletrônica: um estudo de casos múltiplos

Increasingly, the Information Technology is used in the society, including the private, public and third sector organizational context. Technological tools are created in order to speed, automate, control and monitor processes. These technologies generate impacts on areas that permeate their use and the objective of this study is to investigate the implementation process of the Eletronic Invoice and the impacts arising from this technological tool in companies. For that, case studies have been conducted in three companies that emit and receive Eletronic Invoice, in a Information System consultancy, that provides softwares of Eletronic Invoice, and in a State Tax Department. Data collection was performed with organizations representatives through electronic questionnaires. The study concludes that it is expected, by the investigated organizations, that the tool reaches the benefits offered by the Tax Administration. However, these benefits have not been identified yet and neither have the use of methodologies in order to identify them. Moreover, the main impact found was the need for better training and participant´s technical qualification, followed by reducing printing costs and paper purchase

Mudança dos processos de negócios e adequação da TI nas empresas em decorrência da implantação do sistema público de escrituração digital SPED: um estudo de casos múltiplos

Companies have always been organized by processes, often imperceptible to its employees. With the advancement of technology, organizational processes currently run an organization through computers, and thus generate immediate information that is available to each sector. With the objective of seeking business information in real time, the government created the SPED - Public System of Digital, which involves three subsystems, which are the Electronic Invoice, Digital Accounting Bookkeeping and Digital Tax Bookkeeping. This system is revolutionizing the business structures when gathering, in an innovative way, all information and interlinked business processes. For the implementation of SPED, a revision in the organizational processes is required, since the information is generated and is sent online to the government, without mistakes. Thus the study aimed to analyze the change brought about by the implementation of the Public System of Digital SPED in the main business processes. In order to do so, we have performed a multiple case study involving three companies in the state of Para, two operate in wholesale and one explores agribusiness. The Data collection was performed by accounting professionals, IT and managers. According to the results obtained, it was found that in two companies, the IT infrastructure was capable of deploying the new system without major problems, while one company had more difficulties to cope with the new system. However, all companies had to examine its processes to make the customizations needed to fit. It was also observed that there is no IT Governance in two companies. Therefore, we recommend the use of an appropriate model, not only for the implementation of SPED, but as a way to manage and extract better results from investment in information technology