WUG 2017
WUG 2017 How Winshuttle helped us to make accounting department employees happy Andres Felipe Velasco Innovation Analyst, Smurfit Kappa Colombia
1
Agenda Introduction
The Challenge The Solution Benefits, Lessons Learned & Future Plans
Q&A
2
About Smurfit Kappa
Smurfit Kappa is one of the leading providers of paperbased packaging solutions in the world, with around 45,000 employees in approximately 370 production sites across 34 countries and with an annual revenue of over €8 billion. See: www.smurfitkappa.com
3
About me [email protected]
ANDRES FELIPE VELASCO
[email protected] +57 311 774 2045
Master of Business Administration (MBA) Bachelor of Science in Systems Engineering
Linked-In: velascoandres http://blogwami.com
Andres
Innovation Analyst at Smurfit Kappa Colombia
Working with SAP environments since 2008
Working with Smurfit Kappa since 2013
Love to do when I’m not working 4
How Winshuttle helped us to make accounting department employees happy Abstract At Smurfit Kappa Colombia, the centralized accounting department was experiencing high stress levels and inefficient processes. In this session, we will share how we used Winshuttle to make big changes in the accounting department, improving and optimizing processes. We will focus on the two use cases of expense reports and intercompany invoices, but Expenses in the end, this story is about how Winshuttle helped us make Reports the accounting department employees happy
Intercompany Invoices
5
Expense Reports
6
Expense Reports Traveler
Accounting Department
Validation Template
1.looks Accounting Department we have critical ThisBut prettysome simple, right? 2. the What happens ifsame we have transcribes problems here At end you the will spend more many travelers? information 3money times time and
Tx. F-43
Tx. F-52 7
Expense Reports with Traveler
Accounting Department
Accounting department This Do looks pretty simple, right?can ¡¡¡ It is !!! not worry. Winshuttle What happens if we haveof transcribes the information You don’t need more people process 1 or 1.000.000 many travelers? the bills just one time You will save time and money for expense process records reporting in minutes
Tx. F-43
Validation Template
Tx. F-52 8
Let me show you
Expenses Reports 9
Data Quality KPIs
Before 4 People dedicated to expense reporting process 100% time
3 days to complete the process and compensate the employee
Now, the trainee can handle the whole process
Your expense report will be ready the same day or the next business day
20% of total processed records were erroneous. (Manual typing)
People were not happy because of repetitive and manual work
After Errors by manual typing were reduced to 0,5% of total processed records
Now, we have happy people and users because the process is simple and automatic. 10
Intercompany Invoices
11
Intercompany Invoices We have many companies of a economic group in the same SAP Database
1.We Many intercomapny sales have some criticals 2. Manual transcription toslow SAP invoices take toWe much to problems here Conclusion: hadtime a = High probability of error them andprocess unreliable process
Intercompany Sales Invoices (Sellers)
Accounting Department (Buyer)
Manual Transcription to SAP Tx FB60 12
Intercompany Invoices + Winshuttle Transaction creates all FI documents related to Sales invoices (Tx FB60)
This looks pretty simple, right? Thanks to Winshuttle weFI ¡¡¡ It is !!! Winshuttle creates the AtAnd the the end, we have a errors fast now and eliminated transcribing most important, documents very fast for us reliable process we have happy users
Winshuttle Query generates all Intercompany Sales Invoices to a consolidated Excel File
A Macro read the virtual sales invoices and creates Winshuttle Transaction template 13
Let me show you
14
Data Quality KPIs 18%
Before 2 People dedicated to intercompany sales invoice process 100% time
3 days to complete the process at the end of the month
People were not happy because of repetitive and manual work
0%
After Now, 1 person can handle the whole process with 30% of time
18% of total processed records were erroneous. (Manual typing)
We generate Winshuttle Query report and the same day all FI documents are created
Errors by manual typing were reduced to 0% of total processed records
Now, we have happy people and users because the process is simple and automatic. 15
Winshuttle and Smurfit Kappa 185 Winshuttle Scripts developed per SAP Module SD, 14, 7%
Basis, 5, 3%
FI, 59, 32% Basis
PM, 47, 25%
FI
HCM MM PM
SD
MM, 44, 24%
HCM, 16, 9% 16
Lessons learned • • •
•
•
•
Winshuttle helps you serve the users instantly
VB programmer is cheaper than ABAP programmer
Winshuttle let you develop solutions in minutes. Abap programmer needs days.
Just with a conditional and a loop, you can make solutions to almost any data loading need of your user
Winshuttle is totally safe. We have 185 scripts and 0 access or permissions errors in SAP
You will save money. Now, we do not pay for any data upload program on any SAP project 17
Some Useful Tips • •
•
•
•
You can automate the management of customer and supplier master data
All PM module master data transactions can be automated.You can read master data with Winshuttle Query, make changes and upgrade again with Transaction
Winshuttle lets you use excel Fx and VB macros, so you can use you current excel files to fill Winshuttle templates easy
All MM module master data can be managed by Winshuttle. Material creation, modification, elimination, can be easily managed from excel, saving time
Forget about updating price lists in SAP. Just make the necessary changes and update the new prices immediately 18
How Winshuttle has helped us Automation of processes that made no sense to do them manually
19
How Winshuttle has helped us
To make better use of our Human Talent
20
How Winshuttle has helped us
To Eliminate Paradigms 21
How Winshuttle has helped us Let our imagination fly
22
How Winshuttle has helped us
To make users Happy
23
Thank you Remember to complete your session evaluation!
24
Download & login to the WUG app! Download from the AppStore or Google Play
Click the menu icon & select Login for more features
Find sessions, build a schedule, network & more!
Have questions? Ask a Winshuttle team member!
25
Remember to complete the session survey!
26
1
Agenda Introduction
The Challenge The Solution Benefits, Lessons Learned & Future Plans
Q&A
2
About Smurfit Kappa
Smurfit Kappa is one of the leading providers of paperbased packaging solutions in the world, with around 45,000 employees in approximately 370 production sites across 34 countries and with an annual revenue of over €8 billion. See: www.smurfitkappa.com
3
About me [email protected]
ANDRES FELIPE VELASCO
[email protected] +57 311 774 2045
Master of Business Administration (MBA) Bachelor of Science in Systems Engineering
Linked-In: velascoandres http://blogwami.com
Andres
Innovation Analyst at Smurfit Kappa Colombia
Working with SAP environments since 2008
Working with Smurfit Kappa since 2013
Love to do when I’m not working 4
How Winshuttle helped us to make accounting department employees happy Abstract At Smurfit Kappa Colombia, the centralized accounting department was experiencing high stress levels and inefficient processes. In this session, we will share how we used Winshuttle to make big changes in the accounting department, improving and optimizing processes. We will focus on the two use cases of expense reports and intercompany invoices, but Expenses in the end, this story is about how Winshuttle helped us make Reports the accounting department employees happy
Intercompany Invoices
5
Expense Reports
6
Expense Reports Traveler
Accounting Department
Validation Template
1.looks Accounting Department we have critical ThisBut prettysome simple, right? 2. the What happens ifsame we have transcribes problems here At end you the will spend more many travelers? information 3money times time and
Tx. F-43
Tx. F-52 7
Expense Reports with Traveler
Accounting Department
Accounting department This Do looks pretty simple, right?can ¡¡¡ It is !!! not worry. Winshuttle What happens if we haveof transcribes the information You don’t need more people process 1 or 1.000.000 many travelers? the bills just one time You will save time and money for expense process records reporting in minutes
Tx. F-43
Validation Template
Tx. F-52 8
Let me show you
Expenses Reports 9
Data Quality KPIs
Before 4 People dedicated to expense reporting process 100% time
3 days to complete the process and compensate the employee
Now, the trainee can handle the whole process
Your expense report will be ready the same day or the next business day
20% of total processed records were erroneous. (Manual typing)
People were not happy because of repetitive and manual work
After Errors by manual typing were reduced to 0,5% of total processed records
Now, we have happy people and users because the process is simple and automatic. 10
Intercompany Invoices
11
Intercompany Invoices We have many companies of a economic group in the same SAP Database
1.We Many intercomapny sales have some criticals 2. Manual transcription toslow SAP invoices take toWe much to problems here Conclusion: hadtime a = High probability of error them andprocess unreliable process
Intercompany Sales Invoices (Sellers)
Accounting Department (Buyer)
Manual Transcription to SAP Tx FB60 12
Intercompany Invoices + Winshuttle Transaction creates all FI documents related to Sales invoices (Tx FB60)
This looks pretty simple, right? Thanks to Winshuttle weFI ¡¡¡ It is !!! Winshuttle creates the AtAnd the the end, we have a errors fast now and eliminated transcribing most important, documents very fast for us reliable process we have happy users
Winshuttle Query generates all Intercompany Sales Invoices to a consolidated Excel File
A Macro read the virtual sales invoices and creates Winshuttle Transaction template 13
Let me show you
14
Data Quality KPIs 18%
Before 2 People dedicated to intercompany sales invoice process 100% time
3 days to complete the process at the end of the month
People were not happy because of repetitive and manual work
0%
After Now, 1 person can handle the whole process with 30% of time
18% of total processed records were erroneous. (Manual typing)
We generate Winshuttle Query report and the same day all FI documents are created
Errors by manual typing were reduced to 0% of total processed records
Now, we have happy people and users because the process is simple and automatic. 15
Winshuttle and Smurfit Kappa 185 Winshuttle Scripts developed per SAP Module SD, 14, 7%
Basis, 5, 3%
FI, 59, 32% Basis
PM, 47, 25%
FI
HCM MM PM
SD
MM, 44, 24%
HCM, 16, 9% 16
Lessons learned • • •
•
•
•
Winshuttle helps you serve the users instantly
VB programmer is cheaper than ABAP programmer
Winshuttle let you develop solutions in minutes. Abap programmer needs days.
Just with a conditional and a loop, you can make solutions to almost any data loading need of your user
Winshuttle is totally safe. We have 185 scripts and 0 access or permissions errors in SAP
You will save money. Now, we do not pay for any data upload program on any SAP project 17
Some Useful Tips • •
•
•
•
You can automate the management of customer and supplier master data
All PM module master data transactions can be automated.You can read master data with Winshuttle Query, make changes and upgrade again with Transaction
Winshuttle lets you use excel Fx and VB macros, so you can use you current excel files to fill Winshuttle templates easy
All MM module master data can be managed by Winshuttle. Material creation, modification, elimination, can be easily managed from excel, saving time
Forget about updating price lists in SAP. Just make the necessary changes and update the new prices immediately 18
How Winshuttle has helped us Automation of processes that made no sense to do them manually
19
How Winshuttle has helped us
To make better use of our Human Talent
20
How Winshuttle has helped us
To Eliminate Paradigms 21
How Winshuttle has helped us Let our imagination fly
22
How Winshuttle has helped us
To make users Happy
23
Thank you Remember to complete your session evaluation!
24
Download & login to the WUG app! Download from the AppStore or Google Play
Click the menu icon & select Login for more features
Find sessions, build a schedule, network & more!
Have questions? Ask a Winshuttle team member!
25
Remember to complete the session survey!
26
