BancTec Palette Online Express Service definition

Transcription

BancTec CIPS / Palette Online
BANCTEC PALETTE ONLINE EXPRESS
SERVICE DEFINITION
ISSUE – G-CLOUD II
BancTec Limited
Jarman House
Mathisen Way
Poyle Road
Colnbrook
Berkshire SL3 0HF
UK
www.banctec.co.uk
+44 (0) 1753 778 888
Accounts Payable Services
Issue - G-Cloud II
Service Definition for Accounts Payable Service and Solution
TABLE OF CONTENTS
1.
SERVICE OVERVIEW .................................................................................................3
SERVICE NAME .................................................................................................................................... 3
CATEGORY .......................................................................................................................................... 3
ACCREDITATION ................................................................................................................................... 3
INTRODUCTION ..................................................................................................................................... 3
W HY BANCTEC? .................................................................................................................................. 5
2.
SERVICE OPTIONS ....................................................................................................6
PALETTE ONLINE EXPRESS................................................................................................................... 6
PALETTE ONLINE ARENA ...................................................................................................................... 6
CIPS DIGITAL MAILROOM SERVICE FOR AP DOCUMENTS ....................................................................... 6
3.
SCOPE AND GETTING STARTED .............................................................................8
GETTING STARTED WITH PALETTE ONLINE EXPRESS ............................................................................. 8
ON-BOARDING PROCESS ...................................................................................................................... 9
OFF-BOARDING PROCESS .................................................................................................................... 9
TIME FOR PROVISIONING/DE-PROVISIONING .......................................................................................... 9
4.
INFRASTUCTURE ....................................................................................................10
DATA CENTRE.................................................................................................................................... 10
PERFORMANCE ATTRIBUTES AND SERVICE LEVELS .............................................................................. 10
BUSINESS CONTINUITY, BACKUP & DISASTER RECOVERY .................................................................... 10
REAL-TIME MANAGEMENT INFORMATION ............................................................................................. 11
SUPPORT SERVICES PROVIDED .......................................................................................................... 11
SUPPORT BOUNDARIES / INTERFACES ................................................................................................. 14
RD
3 PARTY AND OTHER CLIENT SOFTWARE .......................................................................................... 14
SMARTPHONE / TABLET ACCESS (PALETTE ONLINE ARENA ONLY) ........................................................ 14
5.
FUNCTIONAL OVERVIEW OF PALETTE ONLINE EXPRESS .................................16
PALETTE ONLINE EXPRESS (ALSO KNOWN AS AP MASTER) .................................................................. 16
Key Features................................................................................................................................................. 16
6.
COMMERCIALS ........................................................................................................22
7.
APPENDIX A – IMPORT FORMATS .........................................................................23
© BancTec Ltd., 2012
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Commercial in Confidence and subject to contract
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Issue - G-Cloud II
1.
SERVICE OVERVIEW
SERVICE NAME
BancTec Palette Online Express
CATEGORY
This service is offered under Lot 3 (SaaS) under the categories of EDRM and Un-listed.
ACCREDITATION
BancTec is ISO 27001 accredited. This service can be offer at IL0-2.
INTRODUCTION
Paper invoice processing is no longer an inevitable business practice - The CIPS
(Consolidated Invoice Processing) / Palette Online service and solution are for customers
that are seeking:
 An improved ability to take advantage of early payment discounts and control timely
accounting
 Reduce costs through automation and process optimisation
 Elimination of paper in the Accounts Payable process
 A complete electronic audit trail and archive of every Accounts Payable transaction
 A rapid deployment with minimal integration requirements
CIPS / Palette Online are BancTec’s complementary Service and Solutions for Account
Payable processing. CIPS is an optional outsourced service that takes a postal redirect into
one of BancTec’s global processing centres and performs the digital mailroom tasks of
digitising the Accounts Payable paper documents, scanning and capturing the required
processing data, and making the images and data available to the Palette Online system.
Palette Online is BancTec’s hosted SaaS solution that provides an extensive range of
customer facing tools to automate and manage the Accounts Payable process. There are
two main Palette Online options. Palette Online Express provides a preconfigured and userconfigurable set of functionality whereas Palette Online Arena enhances the functional
richness and customisation options.
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Issue - G-Cloud II
The functional areas offered by the full CIPS / Palette Online service and solution are
depicted below:
In a typical deployment the following process flow would apply with the full CIPS / Palette
Online service:
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WHY BANCTEC?
Our service will deliver access to the Best Practices of an organisation which currently
processes approximately 75 million documents per month combined with the Palette SaaS
solution that has over six hundred installations worldwide.
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2.
SERVICE OPTIONS
CIPS / Palette Online are complementary services that can provide an end-to-end Accounts
Payable solution covering the Purchase-to-Pay process.
PALETTE ONLINE EXPRESS
Palette Online Express is the entry level SaaS solution which creates a hosted workflow
environment for invoice processing from receipt through to ERP posting. When using
Palette Online Express in isolation to any of BancTec’s other services, the customer needs
to simply scan and capture their Accounts Payable documents into a required format (see
Appendix A for the required format). Then the documents are uploaded to the Palette
Online Express system, after which Palette Online Express provides the key functionality
for managing the processes. This functionality includes:
 Palette Invoice to manage automated and manual approval of invoices, coding and
matching processing invoices efficiently from scanned images
 Palette Dashboard providing the company’s financial teams and key business users
with visibility and control
 Standard proven functionality and tools available via a standard web browser
application
PALETTE ONLINE ARENA
Palette Online Arena can be taken instead of or as an upgrade to Palette Online Express
and provides the same rich browser-based user experience as Express but with extensive
functional additions. These include options for:
 Palette Buyer to manage the Purchase Order creation and approvals process
 Palette Contract to manage and automate contracts
 Palette Supplier Portal to provide self-service capability to suppliers such as invoice
upload and payment progress monitoring
 Palette Mobile and email approval clients
 Customised functionality options
CIPS DIGITAL MAILROOM SERVICE FOR AP DOCUMENTS
CIPS is BancTec’s outsourced service for Accounts Payable document digitisation. The
CIPS service includes:
 Postal mail receipt, envelope opening and document processing preparation
 High quality scanning and digitisation
 Capture of account payable data from documents
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


Extensive Quality Control
Upload of images and data into the Palette Online system for customer use
Choice of post processing paper handling services including paper returns, secure
shredding and paper archival.
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3.
SCOPE AND GETTING STARTED
GETTING STARTED WITH PALETTE ONLINE EXPRESS
The high-level steps for getting up and running with Palette Online Express are as follows:
1. Fill in our setup questionnaire spread sheet which will allow us to capture the data we
needed to set you up on the hosted system;
2. We will connect your ERP system to Palette Online Express via a secure Web Service
and all the needed information is synchronised;
3. You then scan and create images of your Accounts Payable documents in the required
format (see Appendix A for format requirements). We can simplify this process with our
CIPS scanning service if you redirect your paper invoices to a BancTec processing centre;
4. You then upload your Accounts Payable documents to Palette Online Express (see
Appendix A for format requirements). We can simplify this process with our CIPS scanning
service if you choose to redirect your paper invoices to a BancTec processing centre.
5. Take our 1 day web-based or onsite training then, test your system and go live. For extra
functionality and benefits consider upgrading to Palette Online Arena.
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Issue - G-Cloud II
ON-BOARDING PROCESS
There are 3 main data interchange items that need to be considered during the on-boarding
process:
1) The setup questionnaire must be completed to provide us with important
configuration information.
2) Accounts Payable documents must be scanned in the required format, or to simplify
this process BancTec’s CIPS scanning service can be used. Please see Appendix A
for details of the required import formats.
3) The customer’s IT department will need to make specific Web Service connection
information available for our ERP Web Service connection to be configured. The
Palette Online ERP connector Windows Service must be installed on a server in the
customer’s domain that has access to the ERP system. Please note, batch based
file interchange is also possible upon request and agreement.
The standard import format in Appendix A can also be used to provide bulk unload
capability if required during the On-boarding phase.
OFF-BOARDING PROCESS
Formal notification must be given to the appointed contact if terminating before the end of
the contract.
It is normal to keep the current and previous years’ data in the system. It is typical to
annually export your data and images to any media for archiving. Customers can do this on
an ongoing basis and at the end of the contract so that they have all of their images and
data available.
There are tools available in Palette Online to export data. As standard, a .xml file with
searchable data and a full PDF with "all" the data (everything that is on the output when you
print an invoice) for each invoice can be created.
Palette Online is a Shared Services infrastructure meaning that expired data will be
overwritten via standard usage in the typical operating model. Secure destruction of data at
the end of a contract will be performed upon specific request with charges made to the
customer.
TIME FOR PROVISIONING/DE-PROVISIONING
Timescales for provisioning and de-provisioning are defined during On-boarding, however
provisioning in under six weeks is standard, inclusive of training and testing periods. This
may be extended for particularly unique integration scenarios to allow for extensive testing.
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Issue - G-Cloud II
4.
INFRASTUCTURE
DATA CENTRE
BancTec’s European data centre for the CIPS and Palette Online is located in Stockholm,
Sweden in BancTec premises. This is a Shared Services data centre that hosts a range of
BancTec customers across financial, government and private sectors. Because of our
broad mix of customers we have highly secure systems and processes in place to meet
stringent requirements imposed by both Financial Services and Public Sector customers
alike.
Please contact BancTec if you have a specific requirement or query around security of our
data centre and processes, or if you have a requirement for your data to be hosted in a
specific location.
PERFORMANCE ATTRIBUTES AND SERVICE LEVELS
Targeted system availability is 24/7 with two service windows per month.
The Palette Online system is hosted in a high performance environment however there are
a number of important considerations for end user performance as follows:
 Web Browser versions. Typically older Internet Explorer versions will give a slow
end user response. Up-to-date browser versions should be utilised where possible
 Internet bandwidth and network performance should be optimised
 File sizes of document images. Please see image format recommendations in
Appendix A. If document images are scanned with settings that create large file
sizes, this can effect user performance
 Whilst there is no minimum PC specification, if the client PC is not responsive due to
lack of resources CPU, RAM etc. the application will seem to lack responsiveness
too. Depending on other application requirements, BancTec would recommend an
up-to-date multi-core processor, with at least 2 GB RAM, a fast graphics card and
19” or larger monitor to provide a good user experience.
BUSINESS CONTINUITY, BACKUP & DISASTER RECOVERY
The Shared Services platform in Sweden is built on a high availability virtualised blade
platform. Physically the systems are located into different fire cells for additional resilience.
Full Anti-virus is standard and dedicated system administrators cover a range of proactive
and reactive system support services.
Back up procedures are fully documented and are performed daily.
BancTec also has a fully documented Business Continuity Plan for its operations and
services. The main steps of the major incident plan include:
1) Assess damage
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Issue - G-Cloud II
2) Assemble Incident Management Team
3) Safeguard people and buildings
4) Assess impact to business
5) Continue to provide basic service if possible
6) Decide whether to relocate some or all operations
7) Invoke continuity site service
8) Assemble Business Continuity Teams
9) Obtain computer back-ups and any other records from offsite or electronic storage
10) Salvage other vital records and equipment, if possible, from damaged building
11) Move key business functions to the continuity site
12) Keep clients and regulatory bodies informed of the situation
13) Protect the image of the organisation
REAL-TIME MANAGEMENT INFORMATION
The Palette Online user interface provides a range of standard reporting tools to support
the Accounts Payable process. The system also provides some KPI information of SaaS
usage based on a "per environment" level i.e. it can report on total usage for a specific
customer but it cannot be used for charging departments for their exact usage of the
system.
SUPPORT SERVICES PROVIDED
BancTec provides the following support services:


Service Desk
Email support
Our UK-based service desk is available 24/7/365. There is onsite system support during
office hours and remote system support for out of hours.
There are two cooperative aspects of the ongoing BancTec service management that
together ensure a successful BancTec-Customer relationship based on constant reporting
and feedback, and allow for service review, procedure and system changes and process
improvement:


Client Services (customer liaisons)
Operational Management
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These roles are available to work with you throughout the ‘Business As Usual’ operating to
ensure that you maximise your benefit of our service.
The Client Services team will serve as the primary interface for customer requests. This
team will be the point-of-contact and will also:

contribute to an ongoing service improvement programme

undertake any other activities that are consistent with developing our relationship
with the customer and the value of the services we provide

manage and respond to any queries made through the standardised Customer
Service Inquiry channel

prioritise and document any incidents raised, including managing and tracking any
investigation process and liaising with all relevant parties

manage change control activity – the following diagram demonstrates a standard
change process
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Issue - G-Cloud II
Change Request
Received by Client
Services
Operational Team
Implementation
Team
Technical
Support
Unofficial Quote
Customer
Does
customer
wish to
proceed?
Yes
Raised on
Quotation System
Quotation sent
for signature
No
Change
Request
Cancelled
Customer
Signed
Quotation
received
Work Completed –
Client Services
informed
Work begins
Implementation/
Technical support
informed
Acceptance
Certificate sent for
signature
Customer
Signed
Acceptance
received
Accounts
Invoice raised and
received by
Customer
Client Services send
Acceptance to
Accounts
Should you choose to utilise BancTec’s offering of paper-handling and scanning services,
the Operations Manager and management team will take care of the day-to-day running of
the service and manages all resources accordingly, to ensure all workflows are handled
according to required SLA, quality and security standards and appropriate staff are
available at all times.
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Issue - G-Cloud II
SUPPORT BOUNDARIES / INTERFACES
Our standard support service covers queries and issues with the day-to-day use of our
service. However BancTec has many contracts where the scope of our support services is
increased to meet specific customer requirements. We are happy to enter into multi-tier and
multi-provider support models interacting with your current support providers or with direct
end user contact as suitable to you.
3RD PARTY AND OTHER CLIENT SOFTWARE
Whilst Palette Online is a browser-based user tool, there are a number of 3rd party software
tools that can assist in the use of Palette Online.
Adobe Acrobat Reader
The printout function in Palette Arena converts invoice image files to PDF before printing,
which means that Acrobat Reader or other PDF viewing and printing tool needs to be
installed on the client PC.
All documentation for Palette Online is distributed in PDF format, which requires Acrobat
Reader to be able to read it.
Microsoft Office 2007 or 2010
To be able to utilise some of the export functionality, e.g. using reports that have been
exported from Palette Online, Microsoft Office 2007 or 2010 should be installed on the
client PC. The client requires an installation version of Microsoft Excel that supports .xml.
Scanning and Capture
BancTec recommend using BancTec CIPS scanning service to create images of Accounts
Payable documents and capture the required data, however any 3rd party scanning and
capture can be used providing it can create the required format.
SMARTPHONE / TABLET ACCESS (PALETTE ONLINE ARENA ONLY)
Palette Mobile is priced as a separate option and part of the Palette Online Arena service
and not available with Palette Online Express.
With the Palette Online Arena product, it is possible to sign invoices via the mobile phone
browsers, by using Palette Mobile.
Palette Mobile is a standalone page, but related to the same database as the Palette Online
Arena, which mean, you can use the same users as you do when login on to Palette Online
Arena, as you do when logging in to Palette Mobile.
Security considerations with mobile access
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To be able to use Palette Mobile outside the local domain, the page must be set up as a
public page, to be able to access the page externally. Palette Mobile does not currently
support trusted login as it works today.
Below is the current list of mobile phones that have been tested for Palette Mobile:



iPhone 4 (Safari 5.1)
SonyEricsson Xperia Arc (Android 2.3.4)
HTC Desire (Android 2.2.2)
Please Note:
It is not possible to open invoices images in a .tif format if using an Android phone. For this
reason PDF is the recommended standard format for images with Palette Online.
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5.
FUNCTIONAL OVERVIEW OF PALETTE ONLINE
EXPRESS
PALETTE ONLINE EXPRESS (ALSO KNOWN AS AP MASTER)
The Palette Online Express solution is a package of products fully hosted by BancTec that
provides an automated end-to-end solution for each administrative stage in the Purchaseto-Pay process including PO matching, GL coding, online approvals with full audit trail,
booking in ERP system, content storage and archiving, workflow management, posting,
customised reports, and queries and analyses.
Once the BancTec CIPS digital mailroom or customers scanning and capture process has
been performed the invoices and credit notes are into Palette Online Express.
Palette Online Express is a fully web-based tool that is hosted by BancTec. Approved users
will be able to log on to Palette Online Express via a browser application and access their
work.
The general flow through Palette Online Express is:




Automated matching (POs, Contracts, References)
Automated and manual distribution of work requiring approvals and coding
Automated or manual release to ERP
Image Archive
Heads of Departments or other approval users will be sent items in Palette Online Express
workflows that specifically require their attention. This enforces the correct approval
process as defined by the customer and eliminates risk of error. The customers AP team
will have access to view and control work in progress with a range of tools to assist efficient
processing of the work.
Key Features
Matching
Palette Online Express has the capability to use either 2-way or 3-way matching at the
header- or line-item level to match an invoice to its corresponding Purchase Order/Delivery
Receipt information. In addition to this PO matching functionality, there also exists the
functionality of ‘reference matching’ which provides Palette Online Express with the unique
capability of matching invoices against information that is typically not found on a PO such
as account number, contact name, type of good/service ordered and others (subject to data
capture).
Reference matching is used for general expense invoices or cost invoices that do not have
purchase orders to match against. With reference matching, expense invoices can still be
processed utilising ‘straight-through’ processing. This means Palette Online Express can
automatically pick up the relevant General Ledger coding, and find the correct approval
process and account posting.
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Reference matching can be set up in a number of ways e.g. using combinations of
captured/entered data on the invoice such as a combination of captured information. If the
system finds this combination of information in the captured data from the invoice, the
system will apply the flow proposal (workflow routing) and account coding proposal that is
configured for this reference. The reference matching rules are easy to configure and
customers AP department should be able to perform this configuration in-house and without
IT involvement.
A built-in cascading matching logic is used to determine the order of matching attempts,
and the goal of this logic is to always attempt to match an invoice against any valid,
registered information. Hence, the type of matching action taken can vary from one invoice
to another. This determination is based on either available data on the invoice or from a
default setting for the customer’s individual supplier.
For example, if there is no purchase order information, the system will look for other ways
to match an invoice by looking for a supplier contract number and if it cannot find that either
it will suggest a reference matching.
Cascading Matching allows for straight-through processing for both PO- and non-PO-based
invoices. This reduces the need for your AP department to touch invoices, allowing them to
be processed more quickly and efficiently.
Invoice Workflow
Palette Online Express uses two important concepts called Flow Proposal and Account
Posting Proposal. Flow Proposal refers to the workflow route that the system can
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automatically apply to invoices based on rules that associate such proposals to matching
action results. Account Posting Proposal refers to the General Ledger codes that the
system can automatically apply to invoices based on rules that associate such proposals to
matching action results.
Once an invoice has been through the matching process, and if the matching process
succeeds in matching the invoice to the corresponding PO, or reference, or supplierspecific rule, then the invoice will be routed to the approvers as specified in the
corresponding flow proposal.
The approval process will be automatically governed by pre-defined workflows. Invoices
that are not matched in the cascading matching process are held in this Invoice Log, which
allows authorized users to route such invoices manually to their corresponding approvers,
according to internal rules.
BancTec’s solution allows for easy, in-house reconfiguration so that, for example, new
certifiers or approvers can be injected into the workflow. Invoices can be ‘parked’
temporarily and certain custom procedures can be initiated by the customer, such as
awaiting a credit note from the supplier, or authorising a partial payment. Comments and
attachments can be added to aid processing during the manual workflow steps.
A full audit trail of all steps in the approval process; consistent application of business rules;
Visibility to all open liabilities for increased control and reporting.
Current and previously-processed accounting documents can be searched and retrieved by
authorised users with any captured attribute forming searchable criteria in the system.
Reporting
A number of standard reports are available in Palette Online Express and data in these
reports is generated by user-defined on-demand searches. Standard reports have been
designed to support daily operation within the AP department. Where relevant, such report
data can be exported to an Excel-format. The standard reports include:









Balance
Bottlenecks
Invoice processing days
Payment forecast
Invoices flow status
Supplier balance
Show Captured Invoices
Show invoices
Show Purchase orders
Visibility to invoice bottlenecks; View of all open liabilities; Improved control of spending
with availability to analyse data across Client entities; Ease of month-end close reporting.
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International Language Support
Users can maintain their own preferred settings via the My Profile tools and can set their
preferred language. Current languages supported are:








Danish – Denmark
German – Germany
English – United Kingdom
English – United States
Spanish – Spain
Finnish – Finland
French – France
Norwegian (Bokmål) – Norway
User Experience
The following screen shots provide a view of the standard user interface and tools available
for customer use:
The Main Invoice Approval, GL coding and invoice retrieval screen is shown below.
Digital signature simplifies process
Header
information
Invoice Image
Workflow
steps
GL coding
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Dashboard
The Palette Online dashboard facility provides a quick and intuitive interface to allow you
real-time access to operational data, presented in a user-friendly format.
Some examples of standard dashboard capabilities are listed below.
•
KPI monitoring
 Top 10 suppliers
 Period of credit &
payment
 Matching type for
Invoices
 E-invoice percentage
 Payment overview
 Flow overview
 Average processing
time
...with drilldown
 Click on a supplier
 See all invoices
Dashboard allows you to efficiently find
the answers to key business questions.

How good are we at keeping our
promises?

Do we pay on time?

What is our payment variance
on each invoice?

How long does it take to
process our invoices?

Are we improving or getting
worse?

Who’s our best supplier?
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We offer three ways to handle an Invoice:
•
Palette Mobile Client (Arena only)
•
Palette Mail Client (Arena only)
•
Palette web interface (Express and Arena)
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6.
COMMERCIALS
Service
Price per Transaction
Palette Online Express 1,000 to 25,000
transactions per annum
£0.50
Palette Online Arena 1,000 to 25,000
transactions per annum
POA
CIPS Service
POA
Notes:
1) Minimum contract term is 2 years.
2) Typical provisioning cost is £12,500 to be confirmed during the On-Boarding process
3) Early Contract termination fees apply
4) Service is charged monthly in advance
5) A transaction is defined as one invoice, or one delivery note, or one contact match
6) Setup costs assume ERP has a supported Web Service connector. Please confirm specific
ERP version with BancTec
7) Setup assumes ERP access is available and customer can fully resource the On-Boarding
steps
8) Please contact BancTec for pricing for Palette Online Arena
9) Please contact BancTec for pricing for CIPS service
10) Current ERP Web Service connectors include SAP, Hogia Ekonomi, Hansa World,
Monitor, GARP, Navision, Hogia Affarssystem, Visma XOR Control, E-Conimic web, Mammut,
Visma XOR Compact, Visma SPCS, FDT, Briljant, IBS Enterprise. Please check for specific
version support
11) BancTec reserves the right to change pricing without notice prior to contract
12) All prices quoted are exclusive of VAT
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APPENDIX A – IMPORT FORMATS
7.
Documents scanned by the customer will need to be uploaded to our Secure FTP site.
Details of this connection will be provided during the on-boarding process.
Please note the following fields are mandatory for the Palette Online Express system:
Fields:











Invoice or Credit Note flag
Supplier ID
Supplier Invoice Number
Invoice Date
Amount (Gross)
VAT Amount
Purchase Order Number
Invoice References
Invoice Description
Currency
Total
Images should be produced at an optimal resolution for onscreen viewing. Typical scanner
settings applied are:




200 or 300 dpi (Dots Per Inch)
Double-sided
Bi-tonal (black and white)
TIFF or PDF (preferred) format with associated pages grouped together
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BancTec Palette Online Express Service definition

Transcription

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