Outsource the management of inbound invoices

1. SeefinDM with technology partners DCS –
Financial Solution Services
Integration with Financial Systems – Life can get
easier

2. Seefin Data Management
EXECUTIVE SUMMARY
Seefin Data Management Ltd will act as
an outsource facility, providing a
complete data management service to
our clients. Our services will add value
to our clients existing set up working to
pre-determined schedules deadlines
and costs without compromising quality
or accuracy

3. DCS Company Overview
Mission Statement
Develop technology which enables our customers to
evolve from the use of paper documents to
electronic transactions and gain the full benefit of E-
Commerce.

4. Applications
 Receivables
 Digitising Sales Delivery Dockets
 Payables
 Digitise Purchase Invoices and Electronically Approve them to
company rules
 Purchasing
 E-Procurement tool with requisitioning rules
 Sales Invoicing
 Low volume ad-hoc
 Contracts and RFQ’s
 In-tend relationship and Simple RFQ

5. User’s of DCS P to P Applications
 Schroders
 Leeds Bradford Airport
 TG4
 Ofgem
 Regional Education
Authorities Ireland
(250 Schools/Colleges)
 UK Colleges
 Housing Associations
 Greenstar
 Readymix
 Spring Grove Services
 Greenstar NA
 Talbot Underwriting
Some of our customers…
Over 70 Sites implemented and over 250 Locations using the
DCS Portal Solution.

6. DCS Value Add
 Experience
 Proven Solution with Scalable platform
 Seamless Integration with all existing finacial
Software applications
 Structured Implementation
 Best Practice Model
 Industry Knowledge
 No upfront cost – Pay per unit processed

7. Product Overview

8. DCS Purchase To Pay
Applications
Accounting
System
DCS Purchase Management DCS Invoice Management
Requisition
Approval
Order
Delivery
Confirmation
Delivery
• Invoice Scan/ OCR
Invoice Review, &
Matching
Invoice Approval
Accounts Payable
• Data LoaderE
n
v
i
ro
n
m
e
n
t
Purchase Order
(XML,Fax,E-mail,Print)
(XML, CSV,
Spreadsheets,
EDI)
Payment Approvals

9. Reporting Module
Requistion To Issue
Elapsed Time
0.0
5.0
10.0
15.0
1 2 3 4 5
Week Number
ElapsedDays
Maximum
Average
Minimum
Orders Raised By Type Of
Supplier
0
50
100
150
200
250
1 2 3 4 5
Week Number
TotalOrders
Off-
Catalogue
Total
Sourced
Approved
Suppliers
Preferred
Suppliers
Contracted
Suppliers
Invoices Matching
Successfully
0
200
400
600
800
1000
1200
1400
1600
1 2 3 4
We e k Numbe r
TotalInvoices
No P.O. No.
On Invoice
Code
Missing
Authority
Missing
Price
Mismatch
Quantity
Mismatch
Order
Missing
Matched
First Time
Percentage of Orders
Requiring Further Approvals
0%
50%
100%
1 2 3 4 5
Week Number
Purchasing-
Approved
Line-
Approved
Self-
Approved
Spend By Supplier
Category
-
20,000
40,000
1 2 3 4 5
Week Number
TotalSpend
in£
Contracted
Preferred
Approved
Other
Off-
Catalogue

10. Integration to Accounting Systems
• Integration through additional option that is easy to use
and keeps audit trail
• Integration Points
Accounting Ledger Files
Order/Invoice
Processing Steps Actual
Hard
Commitment
Soft
Commitment
Requisition Raised
Requisition Approved
Purchase Order Placed Posted
Dispatch Note Rec'd
GRN Raised Posted Reversed
Invoice Entered
Invoice Matched
Invoice Approved Posted Reversed
Posted
O
P
T
I
O
N
A
L
O
P
T
I
O
N
A
L

11. Benefits enjoyed by our Customers currently
using the DCS Solutions
• Local visibility of spend enabling Manager control budgets more
effectively
• Improved visibility and Audit control
• Significant reduction in the time taken to prepare accounts
• A single consistent approval process has been implemented the
entire Purchase to Pay process that everyone understands
• The removal of paper between the offices/sites and the Head
Office
• Reduction in the time it takes to process orders and invoices
• Paperwork no longer gets lost or delayed Commitment
Accounting
• No lost invoices = reduction in late payments

12. Serv Centric
Hosting Centre
Office/Sites
DSL or
ISDN or
Phone
- Web Browser
- FOB Authentication
Users
Head Office
DSL or ISDN
VPN (Virtual Private
Network)
Hosted Solution

13. Invoice Process Benefits
 Over head reduction – Pay per Invoice
Processed only.
 Fixed licence & maintainence cost
 No lost invoices = reduction in late
payments
 Auditable Approval Process
 Reduction in Data Entry & Duplication

14. Process Benefits
 Faster processes
- process step reduction: 10%-40%
- cycle time reduction: 40% - 80%
 Better processes
- Manager friendly
- Accurate & Timely Reports

15. Purchasing Benefits
 Harder on Costs
- Eliminate Maverick Buying
- Improved Discounting
 Process cost reduction
 Hidden factory Costs
 Compliance with Purchasing Guidelines
 Catalogues

16. Reporting/Control Benefits
 Commitment Accounting = Visibility
 Automatic Accruals
 Transparent Control – System Manages
Process Steps
 Traceability Request through to Payment
 Ability to answer queries quickly
 Speed = Accuracy

17. Other Seefin Services
 Expenses in a bag – post us your expenses and you
receive back a file with associated scanned images – ready
for approval.
 Non Standard Payroll – SeefinDM process your
time sheets and return your payment file and exception
report – in 36 hours.

Data Capture – from Application forms,
Questionnaires, Stock control sheets etc.
