Increase the Productivity of Finance
October 16-17
Winshuttle New Process for Transborder
Seth Pleta, CMA SAP Support Specialist
Agenda 1
Winshuttle
2
3
New Transborder Process - DEMO
Future Vision
Winshuttle - Overview •
Background – Manual entries both in Access database and in SAP for vendor invoices. – No internal control on quality and accuracy of data. – Procedures are process driven, entries are done one at a time. – Operations have direct posting rights in SAP.
•
Changes from Winshuttle Implementation – Conduct batch posting of vendor invoices in SAP. – Introduction of “park and posting” levels of authorization in SAP. – Creation of Manual AP and update of existing Transborder Access databases to facilitate export of Winshuttle files for SAP postings.
Winshuttle - Benefits •
Operation (Transborder) – Eliminate duplicate manual entries from operations. – Rearrange work flow and place emphasis on reviewing of data for quality and accuracy control. – New and updated databases allow easier search and report functionalities
•
SAP – No changes needed in SAP landscape. Meets SAFA governance requirement. – New two-tier authorization levels of posting allow tighter internal control. – Data error shown in Winshuttle upload file allows for fixing before posting. – No technical and programming required to publish excel template.
Winshuttle – Data Flow Diagram START Data Entry (Ops)
REVIEW Access DB
Winshuttle File
Generates
Shared Drive
Uploads
Downloads
END
REVIEW
Posted
Approval in SAP
CHECK Parked
Winshuttle
Corp. Finance
Agenda 1
Winshuttle
2
3
New Transborder Process - DEMO
Future Vision
Access Database – Distro Data entry and approval for SAP Export
Dropdown list of Database Selection
Display of shipment info Enter actual cost and compare to estimates Enter invoice information
File and Shipment input filter
Click “Approving” to send entry for SAP export
Once approved, entry is locked
Access Database – Manual AP Data entry Dropdown list of SAP vendors Click SAVE after all mandatory fields are completed
9
Access Database – Manual AP Manual payment entries display and change
Data Filters
Export to Excel
Delete selected entries
Entries entered based on filter selection
10
Access Database – Manual AP – AP Master Form Review and audit entries
Specify date range
Item Status Filter
Multiple data filters can be used
Data based on filter setup
11
Access Database – Manual AP – AP Master Form Set item status for SAP Export
Approved All Approve or Disapprove Needs Review Already Exported to SAP
Item Status
Export Approved entries to SAP
12
Access Database – Manual AP – AP Master Form SAP Export File Download
13
Download SAP Export File
Agenda 1
Winshuttle
2
3
New Transborder Process - DEMO
Future Vision
Future Vision •
Replace old custom programs (i.e. upload plan data, update allocation/ cycles, statistical key figures).
•
Mass update master data (i.e. monthly customer upload, customer dunning changes).
•
Utilize Winshuttle forms to manage master data.
•
Determine feasibility and use of
Winshuttle Central and SharePoint to create workflow (i.e. vendor master data request, cost center master data request).
October 16-17
Winshuttle New Process for Transborder
Seth Pleta, CMA SAP Support Specialist
Agenda 1
Winshuttle
2
3
New Transborder Process - DEMO
Future Vision
Winshuttle - Overview •
Background – Manual entries both in Access database and in SAP for vendor invoices. – No internal control on quality and accuracy of data. – Procedures are process driven, entries are done one at a time. – Operations have direct posting rights in SAP.
•
Changes from Winshuttle Implementation – Conduct batch posting of vendor invoices in SAP. – Introduction of “park and posting” levels of authorization in SAP. – Creation of Manual AP and update of existing Transborder Access databases to facilitate export of Winshuttle files for SAP postings.
Winshuttle - Benefits •
Operation (Transborder) – Eliminate duplicate manual entries from operations. – Rearrange work flow and place emphasis on reviewing of data for quality and accuracy control. – New and updated databases allow easier search and report functionalities
•
SAP – No changes needed in SAP landscape. Meets SAFA governance requirement. – New two-tier authorization levels of posting allow tighter internal control. – Data error shown in Winshuttle upload file allows for fixing before posting. – No technical and programming required to publish excel template.
Winshuttle – Data Flow Diagram START Data Entry (Ops)
REVIEW Access DB
Winshuttle File
Generates
Shared Drive
Uploads
Downloads
END
REVIEW
Posted
Approval in SAP
CHECK Parked
Winshuttle
Corp. Finance
Agenda 1
Winshuttle
2
3
New Transborder Process - DEMO
Future Vision
Access Database – Distro Data entry and approval for SAP Export
Dropdown list of Database Selection
Display of shipment info Enter actual cost and compare to estimates Enter invoice information
File and Shipment input filter
Click “Approving” to send entry for SAP export
Once approved, entry is locked
Access Database – Manual AP Data entry Dropdown list of SAP vendors Click SAVE after all mandatory fields are completed
9
Access Database – Manual AP Manual payment entries display and change
Data Filters
Export to Excel
Delete selected entries
Entries entered based on filter selection
10
Access Database – Manual AP – AP Master Form Review and audit entries
Specify date range
Item Status Filter
Multiple data filters can be used
Data based on filter setup
11
Access Database – Manual AP – AP Master Form Set item status for SAP Export
Approved All Approve or Disapprove Needs Review Already Exported to SAP
Item Status
Export Approved entries to SAP
12
Access Database – Manual AP – AP Master Form SAP Export File Download
13
Download SAP Export File
Agenda 1
Winshuttle
2
3
New Transborder Process - DEMO
Future Vision
Future Vision •
Replace old custom programs (i.e. upload plan data, update allocation/ cycles, statistical key figures).
•
Mass update master data (i.e. monthly customer upload, customer dunning changes).
•
Utilize Winshuttle forms to manage master data.
•
Determine feasibility and use of
Winshuttle Central and SharePoint to create workflow (i.e. vendor master data request, cost center master data request).
October 16-17
