7 Reasons to Automate Supplier Statement Reconciliation

Watch this video to hear from Steven Petty, Finance Service Centre Manager at SAICA, about the 7 reasons to automate supplier statement reconciliation.

Paper and packaging company SAICA is automating its statement reconciliation with Statement-Matching.com.  SAICA, which also provides waste collection and disposal and energy generation, adopted the technology after a move to centralised invoicing saw the number of invoices handled by its Finance Shared Service Centre increase by 43%, from 70,000 to 100,000.

Using Statement-Matching.com removes labour-intensive administration from SAICA’s statement reconciliation process.  Statements received are scanned into the system, which automatically cross-references them with the invoice processing system into which the constituent invoices and credit notes have been received.  Any documents missing from the statement are flagged, so that SAICA’s accounts payable team can proactively request them from suppliers, rather than waiting until an overdue payment indicates that they have not been received.

Statement-Matching.com therefore ensures invoices and credit notes are in the system faster, making it easier for SAICA to recover VAT quickly and accurately within the correct accounting period. It also makes it straightforward to recover ‘un-allocated cash’, such as payments to suppliers that cannot be matched to an invoice.  The combined effect of these factors is improved cashflow for SAICA.

“Automating our system with Statement-Matching.com has resolved the challenge we faced as a result of the increase in invoice volume. For example, a statement that could previously take up to two days to reconcile can now be completed in an hour and a half,” explains Steve Petty, Finance Service Centre Manager at SAICA.  “The cloud-based nature of the Statement-Matching.com technology is also critical to us as it makes the system low maintenance from an IT perspective and accessible to remote internal customers.”

Premier Foods improves GRIR clearing in SAP

Watch this video to learn how Premier Foods used Statement-Matching.com to improve GRIR clearing in SAP.

The GRIR clearing account is an intermediary clearing account in SAP for goods and invoices in transit. It is the value of goods receipted awaiting an invoice or the value of goods invoiced awaiting a goods receipt. The GRIR clearing account is a balance sheet account and is shown as either an asset or more commonly as a liability being the value of goods receipts awaiting an invoice. The GRIR clearing account also has implications on the Profit and Loss accounts, as when goods are receipted the value of goods are charged to either inventory or the cost accounts. So if the goods receipts are not consumed by invoices the amount charged to the P&L is higher than it should be reflecting lower profitability. Regular clearing of the GRIR/GRNI account ensures the accounts truly reflect the correct values.

How to ensure the GRIR clearing values are correct

1. Get Suppliers to send statement of their outstanding account.
2. Reconcile the Supplier Statement ensuring all the invoices/credits have been received and are on your SAP system.
3. Run the GRIR report for the Supplier and clear all the items dated prior to the invoice dates on the statement.

Process using Statement-Matching.com & Winshuttle

1. Supplier statement is uploaded to Statement-Matching.com and matched to invoice data
2. GRIR Report for the Supplier is extracted to Excel from SAP
3. The Excel GRIR Report is uploaded via Winshuttle using MR11 transaction to clear GRIR items requiring clearing.

Note: Usual practice to clear the GRIR account is to do a mass reverse for the previous year/period for all entries. This creates one document for all the cleared items, and takes a long time to process. Then if an invoice is received for one of the cleared goods receipts the clearing document needs to be reversed, taking a long time, the invoice entered into SAP and the clearing process repeated. By doing individual item clearing the individual document can be quickly reversed to post any invoices for the goods receipts cleared.