FSF - FISKARS SERVICES FINANCE

WINSHUTTLE - WORKFLOW

Kati Timperi / 15.05.2017

• FSF – Shared Service Center for Finance

Services to 15 legal entities in 12 European countries

Located in Arabianranta, Helsinki

3 teams: GL, AP&TEM, AR & Credit Control

Harmonize & simplify processes

Pool way of working

Resourcing, distribution of work, risk management

FSF – FISKARS SERVICES FINANCE

• Product invoicing by Customer Services in Sales Units

• FSF Invoicing -> IC fees, asset selling, cost re-invoicing, ”miscellaneous” cases

• Service Material Invoicing in SAP –> 12 Sales Units

– VA01 – Create Sales Order

– VF01/02 – Create & print invoice

• External & Internal customers

• Challenges in process

FSF Invoicing

PREVIOUS PROCESS

-> manual, time consuming

NEW PROCESS - WORKFLOW

-> automated, time efficient

Excel template in Intranet

-> old templates used

Online templates in Workflow

FSF chasing corrections by email

-> missing data & information

Dynamic form: populates specified

data, mandatory values

FSF chasing approvals by email

-> extensive emailing & reminding

Dynamic workflow: review, return,

approval (email notifications) -> FSF

monitoring request flow

FSF running Winshuttle script or

entering data manually in SAP

FSF triggers automated postings to

SAP

Archiving in S-drive: request form,

attachments, approval emails ->

scanning

Archiving in SharePoint incl.

attachments

Audit: FSF collecting documentation

from S-drive

Full audit trail in SharePoint

Invoice printing: SAP functionality not

so fast to use

Invoice printing by clicking one button

FSF Invoicing process – Previous vs New

• Access for limited group of users

FSF Invoicing form: 1st page

FSF Invoicing form: 2nd page

• Authorized approvers according to Group Credit Policy

• Debit Notes

• Credit Notes

Approval flows

Originator (Customer Service,

FSF AR)

Controller 1 (Also

originator)

Controller 2

Controller 3

Controller 4

FSF KeyUser

Originator (Customer Service,

FSF AR)

Controller 1 (Also

originator)

FSF KeyUser

• Approvals at end of the completed form

• FSF Super Key User

• validating the request

• checking of approvals

• checking of attachments

• checking additional information from originator

• no SAP entries without FSF Key User validation

Approvals & validation

• Outgoing payments (not in Basware IP)

• Credit Control – Create/Change Customer

• Credit Control – Due date changes

• Credit Control – Credit blocks

• Etc

Next steps