During this past year, a number of trends have been unfolding that will no doubt affect the future of accounts payable and other parts of financial operations. It is clear that companies with the lowest AP costs have:
- A high degree of automation in their processes
- End-to-end integration of AP with purchasing
- Efficient electronic payments and value-added products such as P-cards
Because increased automation drives efficiency and cost savings, staffing requirements have been reduced, and the makeup of the remaining staff has changed. Gone are the days when a large part of the AP function was focused on entering data and processing payments. Now the focus is shifting to analysis and exception handling, which require higher-level problem-solving skills. The result is an AP function that is evolving to best benefit the ever-changing business culture it supports.
Trend #1: Automation continues to grow
First off, there has been a shift to automated AP processes which bring many advantages for even the smallest of AP groups: shortening the processing cycle, cutting down on lost spend, eliminating duplicate payments, reducing the time spent on rectifying problems and improving efficiency. Still, automation has not been adopted by all organizations.
- 46% of AP departments have a workflow system in place, consequently reducing staff members in these organizations by 25%
- 54% of organizations find it difficult to justify funds for an automated solution due to the economy. The growing availability of lower cost software-as-a-service (SaaS) solutions can address this.
Trend #2: AP goes mobile
Secondly, there is a growing demand for mobile-based requisitions and invoice-based approvals. Email was going to usher in the paperless office. Now it's a time management challenge for many of us, with email inboxes clogged beyond belief.
The current incarnation of email is mobile accessibility via smart phones and tablets. With the increasing use of smart phones, it is no surprise that AP-specific applications are being developed to enable remote management of invoices and workflow alerts. On the vendor side, mobile invoice applications allow for easy creation of e-invoices, bringing even small businesses into the electronic revolution.
Trend #3: Supply chain absorbs AP
For materials-driven organizations with supply chain teams, the AP function is being folded into the supply chain group, especially if the company uses e-requisitions. With e-requisitions, AP can disappear completely or become fully a part of the procurement process.
One approach to e-requisitions is the use of an online catalog. Because the catalogs are integrated with the suppliers' fulfillment systems, transactions are electronically monitored all the way through delivery and automated payment.
The ongoing adoption of integrated supply chain solutions will further reduce the need for traditional AP professionals; and simultaneously create opportunities for those with analytical and process skills. In other words, higher-skilled AP professionals will continue to be in high demand.
Trend #4: Employee numbers decline
In combination, these three trends are putting pressure on organizations to shrink their AP staffs. With or without automation, controllers and upper management are demanding fewer employees. On top of this, the economy is going through a structural change, causing businesses to seek reduced costs. As people retire, get laid off, or leave jobs, the empty staffing slots are not being filled.
Another reason for shrinking accounts payable departments is the outsourcing of various AP-related processes. Mailroom services, workflow management, and even AP help desks are being outsourced, sometimes even outside the United States, at a lower cost to the company than in-house staff costs.
Home Depot saves millions with lean AP
Home Depot is known as a leader in AP efficiency, partially because its huge transaction volumes force the company to be forward-thinking when it comes to financial operations. The department outsourced many AP jobs, implemented an electronic portal for dispute-handling, and launched an aggressive electronic invoice campaign to ensure maximum benefit from the portal. The AP team also started a comprehensive supplier survey and a discount management pilot.
Over the past five years, Home Depot has realized $2.2 million in savings and a reduction in AP costs of 22 percent, year over year. This was due to labor savings, eliminating 3.5 million pieces of paper from their back end and reduced cycle times from 45 days to 10 days.
Summary
The importance of transitioning suppliers to more "self-service" solutions puts the control and burden in the hands of the supplier and relieves AP from redundant and mundane tasks such as payment inquiries.
- 80% of supplier inquiries can be handled via a portal
- AP will play an increasing role in managing and improving supplier relations
- The VOS (voice of the supplier) survey to use on a semi-annual basis provides a forum for us to communicate more timely and effectively with suppliers, perform data mining, and achieve targeted visibility on issues and opportunities for continuous improvement.
AP will be looked upon to provide more analytics as well as assist with business intelligence on key performance indicators. The challenge for AP professionals is to prepare for this highly automated and increasingly analytical AP function of the future.