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"SAP Americas is a subsidiary of SAP AG, the world's largest business software company and the third-largest software supplier overall. SAP Americas' corporate headquarters is located in Newtown Square, PA, a suburb of Philadelphia."
Source : SAP
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Improving Intercompany Reconciliation for a Faster Close: Driving Financial Excellence

Intercompany Reconciliation (IC) is also known as : Intercompany Reconciliation, IC, Reconcile Intercompany Transactions, Intercompany Reconciliation Rules, Intercompany Reconciliation Template, Use Intercompany Reconciliation, Customize an Intercompany Reconciliation, Intercompany Reconciliation Process, Intercompany Reconciliation to Make Sure, Intercompany System, Intercompany Reconciliation Reports, Intercompany Reconciliations Performance Management, Intercompany Reconciliation Continues, Improving Intercompany Reconciliation, Make Reconciliation Process More Efficient, Reconciling Intercompany Accounts, Intercompany Transaction Reconciliation Performance Management, Peer-to-Peer Intercompany Reconciliation, Identify Errors Intercompany Reconciliation, Reconciliation of Intercompany Payable, Intercompany Transaction Reconciliation, Automating Intercompany Reconciliation, Robust Functionality for Intercompany Reconciliation, Process Inter-Company Debit and Credit Notes, Process Inter-Company Reconciliation, Analyst Inter-Company Reconciliation, Regarding Intercompany Reconciliation Tool, Creating Intercompany Reconciliation, Intercompany Reconciliation Rules in Planning, Intercompany Reconciliation and Netting, Completion of the Intercompany, Reconciliation Summary Report, Interactive Reconciliation Reports, Involve Reconciliation of Intercompany, How to Improve Intercompany Reconciliation, Businessobjects Intercompany.

Content


  • Executive Summary
  • The Fast Close ' Not an Elusive Goal
  • The Problem
  • The Way Forward
  • Applying Technology to the Reconciliation Problem
  • Unique Process Innovation with BusinessObjects Intercompany
    • Setup Phase
    • Reconciliation Phase
    • Completion Phase
  • Building a Business Case for Improved Intercompany Reconciliation
  • Will a Consolidation Solution Do the Same Thing?
    • Setup Phase
    • Reconciliation Phase
  • Achieving the Fast Close
  • SAP Solutions for Enterprise Performance Management
    • For More Information

Executive Summary Removing The Single Greatest Barrier To The Fast Close

Companies are moving beyond the initial need to comply with legislation like the Sarbanes-Oxley Act and are focusing instead on driving sustainability and control into their corporate processes. Of the various initiatives supporting this shift, the fast close ' a concept used to describe a company's ability to complete its accounting cycles and close its books quickly ' is perhaps one of the best documented.

Predating the compliance revolution, the fast close forms a finance transformation project that has a clear structure and well-defined methodology, providing huge benefits to those companies that take on the challenge. However, what's arguably the single greatest barrier to the fast close has remained constant ' the completion of the intercompany reconciliation process. Surprisingly, this challenge continues to provide a bottleneck that many companies have yet to tackle effectively.

However, as evidenced by a growing number of case studies, some companies endeavor to deal with the intercompany reconciliation challenge by employing technology to enable peerto- peer processes and dramatically save time in their financial close process.

Companies have implemented solutions such as the BusinessObjects™ Intercompany application to improve the flow of communication during the intercompany reconciliation process, removing this process from the financial close's critical path and improving the quality of data. The use of software for intercompany reconciliation projects provides a quick win for companies who adopt such solutions ' resulting in dramatic time savings with comparatively little effort.

This paper examines the issues behind intercompany reconciliation and outlines how companies can make impressive progress when they employ software solutions such as those from SAP and Business Objects, an SAP company.

What's arguably the single greatest barrier to the fast close has remained constant ' the completion of the intercompany reconciliation process.

The Fast Close ' Not An Elusive Goal Remove The Reconciliation Bottleneck

In today's business environment, where compliance and competitiveness are paramount, companies recognize the importance of the financial close and its role as one of the most essential characteristics of a successful global enterprise ' and they are under more pressure than ever to shorten their reporting cycles.

Driven by new regulations that mandate greater financial confidence and transparency, companies are forced to deal with heightened investor expectations for accurate and timely financial communications. The fast and high-quality close has now become synonymous with allowing more time for value-added activities, creating more timely access to financial and nonfinancial data for decision making, and improving the work-life balance of key accounting staff during the close process.

Significant steps have already been made to shorten the reporting cycle via a combination of people, process, and technology, and many companies have achieved noteworthy improvements. However, by and large, close times are increasing ' particularly in the United States, due the rigor of the Sarbanes- Oxley Act ' resulting in timeconsuming, labor-intensive efforts to ensure the quality of financial data. It's no wonder that companies once again are focused on speeding up the completion of their accounting cycles.

To achieve a faster close, you must scrutinize every step in the reporting process to figure out where your company can save time and how it can optimize the process. Based on our experience working with some of the world's leading companies, we've determined that one of the most significant bottlenecks in the close cycle is the process of intercompany reconciliation. As a result, virtually every fast-close project during the past five years in which significant improvements have been made has included a project stream specifically tasked with examining and addressing this issue.

Automation and process support for the intercompany matching and reconciliation process via software is underutilized, and the employment of a suitable software solution would make a significant advance in alleviating this major cause of delay in the reporting process. In this paper we examine the challenges and, as part of a fast-close action plan, we provide a framework to tackle this important issue.

BPM International notes that 72% of all companies surveyed spend significant time clearing intercompany differences, and 31% of survey participants identified the process as a significant barrier to their close.

The Problem Intercompany Reconciliation

Over the past five years, numerous research projects have examined the interplay between the close and the intercompany reconciliation process in great detail. Intercompany reconciliation and elimination are consistently identified as two of the most common nonvalue- added tasks slowing down the reporting cycle. In its 2007 report on reporting processes and systems, BPM International notes that 72% of all companies surveyed spend significant time clearing intercompany differences, and 31% of survey participants identified the process as a significant barrier to their close.1

Little or no improvement has been made in this area since 2002 when similar studies were conducted. Companies wrestle with a number of lowvalue- added supporting activities, including correcting errors, rekeying data, and following up issues with reporting units by the central finance function. On top of these problems, system deficiencies around intercompany processing and the lack of process automation are found to contribute to delays in the reporting process. The BPM International study suggests that the worst-performing companies are taking upward of ten days to resolve the intercompany process during a year-end close, while the best in class report an average of four days, with ambitions to reduce it to three days.2

The reason this remains such a problem is perhaps bewildering at first, but closer examination uncovers the existence of significant process and technology issues. In the traditional intercompany matching and reconciliation process employed by most companies, the responsibility for resolving discrepancies in the intercompany balances declared by reporting units often falls on corporate headquarters. Generally this means that staff members in the central finance function are involved in checking balances, correcting errors, and contacting reporting units to resolve issues and intervene in disputes. This process results in an inefficient vertical flow of information between headquarters and reporting units and back again, as shown in Figure 1, rather than a more efficient lateral flow of information between the reporting units involved in the original counterparty transactions.

The process is also hindered by the means of communication employed: telephone calls, e-mail, and fax. These technologies are time consuming to employ, and they rely on the response time of the reporting units involved. The process is very procedure driven, often involving filling out forms and strictly adhering to escalation procedures.

It's clear that companies could save time if their reporting units adopted a peer-to-peer reconciliation process to communicate and resolve differences directly with one another, thereby moving the responsibility for getting things right from the central finance function to the reporting units themselves. At the same time, the units could use any improvements in process automation as a catalyst to eliminate errors from the process, thus improving the accuracy of reported figures as well.

The bottleneck slowing down the reporting process is the time taken at headquarters to participate in the reconciliation process. If reporting units could deal directly with one another in a peer-to-peer fashion, this obstacle would be eliminated, and the intercompany process would fall away from the close's critical path. Such an achievement would free central finance staff from time spent on non-value-added tasks, enabling far more time to analyze data rather than just gathering and reconciling it, as illustrated in Figure 2.

The Way Forward Fast-Close Action Plan For Intercompany Reconciliation

A fast-close project, like any other corporate initiative, requires a structured approach with a methodology that's supported by people, process, and technology. These projects must be manageable, have clear but realistic objectives, and, as we've already seen, almost certainly include an intercompany project stream. Figure 3 depicts a fast-close action plan,4 in which the BusinessObjects Intercompany application can play a key role as one of the highest value-added quick wins for cycle-time reduction in stage 2. Such quick wins serve to produce almost immediate timetable reductions with very few required resources. Quick wins also demonstrate that time savings are achievable, putting people into a positive and determined frame of mind for delivering the bigger wins as part of a broader fast-close project. As with the broader fast-close project, when your company assesses its existing intercompany reconciliation process and how it can be improved, the first step it takes should be to gather information on the current process and determine how long it actually takes in practice. You should review all financial processes associated with intercompany matching and reconciliation, together with the existing software and technical architecture. In conducting this preliminary review, you should identify any gaps between current processes and best practices. Companies serious about resolving the issues associated with intercompany reconciliation should consider employing workshops to look at the process and search for opportunities to automate manual data entry or correction processes, as well as processes that involve duplicated effort or unnecessary steps in the resolution of disputes.

Companies need to identify and eliminate the causes of unnecessary complexity and cost (measured in staff days) in the existing reconciliation process. In so doing, companies should aim to employ current best practices in the form of peer-to-peer reconciliation, which ultimately offers the greatest improvement in reconciliation times with the least amount of required effort and resource.

Applying Technology To The Reconciliation Problem Reducing Reliance On Manual Methods

An examination of fast-close projects and additional quantitative research evidence indicates that technology has been underutilized with respect to supporting the intercompany reconciliation process. In most cases, existing consolidation and reporting tools report on the process when it's too late, thus triggering the manual process to resolve mismatched balances and transactions (often using traditional time-consuming tools such as telephone, fax, and e-mail). Companies can overcome these challenges by defining a technology solution, such as the one presented below.

The first step in any software solution is to create an electronic information flow, minimizing the use of manual processes as much as possible. You can't completely eliminate manual processes ' you usually encounter situations requiring direct communication. Still, in implementing a solution, your company should aim to reduce reliance on manual methods as much as possible. As needed, an alert mechanism should prompt employees to undertake actions within the solution. However, at the same time your solution must support direct communication between users by storing and making contact details of other users readily available (telephone, e-mail, and fax details). It's also important to consider the point at which a software solution can be applied to the process. By allowing your reporting units to reconcile balances and transactions directly away from the close's critical path, you avoid trying to fix the problem after the event and thereby free up more time for value- added activity, ultimately shortening the reporting cycle. To do this, it's important that you are able to see instantaneously your intercompany position and the difference between what your company has declared and that of your counterparty. Visual indicators and filters to identify problem areas are equally desirable.

To assist reconciliation, your company should employ a central intercompany reconciliation database. The advantage of such a database is that it creates one version of the financial "truth." Once balances are declared and reconciled, they remain that way.

Automating previously manual processes minimizes the incidence of unnecessary errors. It also reduces time delays by employing software to process, compute, and report, thereby dramatically decreasing the reconciliation time frame. However, it's important to avoid automating processes that are inherently flawed. In fact, the complete redesign of processes to meet best practices is preferable to eliminate inefficiencies through automation.

Any software solution should aim to eliminate time delays. One key way to do this is to use a solution that enables real-time reconciliation views. One of the best options is Internet technology, where submitting data over the Web to a central server offers an immediate overview of the intercompany reconciliation process, irrespective of location, time zone, or language. In today's global economy, your solution should be available 24x7 and support multiple languages and currencies.

Central to making your process more efficient is getting the right people executing the right processes at the right time with the right tools. This means devolving a certain level of responsibility ' completing the reconciliation ' from headquarters to the reporting units. However, the central finance function should recognize that, ultimately, responsibility and control must remain at headquarters.

Therefore, for engagement and user acceptance, it's vital that you maintain a common set of processes and tools that satisfy the needs of both the reporting units and headquarters. If you choose a Web-based approach, you can disseminate information via the Web, regardless of whether reconciliationdeadline and time-frame data or important process and instructional information needs to be communicated to all involved in the reconciliation process.

Centrally, your staff needs to relinquish the day-to-day operational aspects of completing the reconciliation and move to more of an overseer role ' monitoring and controlling the process and intervening only where necessary. To do this, headquarters must have the confidence necessary to fully integrate its technology, processes, and people. Your technology should support this by providing a centralized view of the reconciliation progress as well as the progress of individual reporting units. It also should provide a mechanism for the central finance function to intervene, arbitrate, adjust, and comment on the reconciliation. Effective change management is another integral factor in ensuring the success of a new solution.

When choosing a technological solution, an interesting question is whether to build or buy. Building is attractive as it results in a customized solution for your business processes, but support, maintenance, and development are factors that must be considered carefully. Buying, on the other hand, provides the security of a tried-and-tested solution that is continuously supported and improved upon. This benefit must be weighed against the fact that buying may require the adoption of new concepts, processes, and workflows, which aren't necessarily bad if they follow industry standards. But they also require careful management and implementation.

Any new solution you choose should be able to fit seamlessly into your existing technology and infrastructure. Furthermore, it should complement desired business processes.

You should ask the following questions, among others:

  • How easy is it to interface with source systems and with the eventual consolidation system (metadata and data)?
  • Does the solution meet your organization's technology and platform requirements (operating systems and hardware)?
  • Does the solution support the desired level of matching (balances, transactions, or both)?
  • How easily does the solution allow the identification of problem data (does it support materiality and have filters or rules)?
  • How easy is it to add supporting information into the solution (file attachments and comments or additional and configurable data fields), and is this functionality available at both the balance and transactional level?

In addition, will your employees easily adopt and use the solution? Intercompany reconciliation is a simple but painful process. Any solution must be simple to use and must not be perceived as overly complicated.

It's clear that companies could save time if their reporting units adopted a peer-to-peer reconciliation process to communicate and resolve differences directly with one another, thereby moving the responsibility for getting things right from the central finance function to the reporting units themselves.

Unique Process Innovation With Businessobjects Intercompany Peer-To-Peer Solution ' Independent Of Consolidation System

Business Objects, an SAP company, offers a unique peer-to-peer intercompany solution that can work with consolidation applications from SAP and Business Objects as well as other software vendors. BusinessObjects Intercompany, now one of the world's leading peer-to-peer intercompany reconciliation applications, enables business units to reconcile intercompany balances in real time via the Web, which, in turn, helps companies to close faster. Using BusinessObjects Intercompany, your company can reduce time and effort from the reporting process by delegating intercompany reconciliation to its reporting units and managing the flow of intercompany information between them.

BusinessObjects Intercompany provides the tools for your business units to debate and reconcile invoices and balances directly with one other, eliminating extra work and delays at the corporate and divisional levels. In the traditional process, divisions were required to act as intermediaries, resolving disputes that weren't apparent until after the submission of reporting packs. BusinessObjects Intercompany removes intercompany reconciliation from the critical path, shifting the focus so that the reconciliation process becomes an integral part of the closing process of the business units and improves both the speed and accuracy of the closing process (see Figure 4). BusinessObjects Intercompany gives you the tools to enable peer-to-peer reconciliation of intercompany balances. Your employees can choose whether to load their balances or go one step further and provide detail down to the invoice level. This allows a flexible approach to data collection and reconciliation, ensuring that the right level of data is captured, reconciled, and reported.

The process of reconciling invoices and balances using BusinessObjects Intercompany has three phases: setup, reconciliation, and completion. The following describes a typical intercompany reconciliation process. The actual process you use may be more complex and, as indicated above, is determined by your company's own working practices.

Setup Phase

Before using the solution, an administrator needs to prepare it for data processing. This involves updating any changes in metadata or reference data that may have occurred since the end of the last reconciliation period. The administrator maintains:

  • Reconciliation periods by opening a new reconciliation period and setting the time frame for reconciliation
  • Metadata by updating companies, accounts, and currencies to take into account any changes; for example, adding new companies or deactivating accounts that are no longer used
  • Users by adding new users, giving access to companies, and removing users who should no longer have access to the solution
  • Central data by updating information such as exchange rates and materiality levels to ensure data consistency for all users

Reconciliation Phase

During the reconciliation phase, users load the solution with data by importing or entering data manually and then execute the intercompany reconciliation process. The solution provides the following features:

  • Matching engine. A key part of the functionality, the matching engine allows companies to automatically compare balances that have been entered or loaded and calculate differences in the headquarters' reporting currency.
  • State software. The highly developed state software manages the status of balances. Some simple states include open, reconciled, and unmatched, but more complex states are also handled. Whenever a change in state occurs, the state software sends out e-mail alerts automatically.
  • Data entry and review. Icons provide users with a visual summary of invoices and balances. Users can generate reports to follow the intercompany reconciliation process as well as determine how much work is outstanding and where they should focus their attention.
  • Invoice-level matching. Where users have chosen to load balances and invoices, an additional level of reconciliation is possible. During invoicelevel matching, the software automatically compares counterparties' invoices and allows easy identification of unmatched data. Since balance and invoice data loaded into the database can originate from different sources, the software also compares the balance to invoice data to ensure synchronization.

Completion Phase

At the end of the reconciliation phase, when the majority (if not all) of the intercompany invoices and balances have been reconciled, the administrator "closes" the current period, ensuring that the solution is ready for the next reconciliation period.

The administrator can perform the following operations:

  • Freezing. All users are prevented from making further updates to intercompany data. Once the data in the database has been "frozen," all users are able to export their intercompany balances.
  • Archiving and backup. Any closedperiod data can be archived. This improves the performance of the database during the reconciliation period. Performing a backup of the database further safeguards the contents of the database.

By applying technology for intercompany reconciliation, you can make radical process change with little effort and potentially achieve significant gains in efficiency. These gains aren't all financial in nature and can include alleviating the burden on the central finance function and transforming its role into that of overseer rather than executor of the process.

Building A Business Case For Improved Intercompany Reconciliation Rapid Return On Investment

A unique characteristic of corporate initiatives that seek to improve the intercompany process is the ability to easily quantify rapid ROI. ROI can be measured in terms of the quality of the information provided and the resulting reduction in errors, the amount of time saved in terms of staff days by operating units, and the time saved at the head office during the close, thereby reducing the close cycle.

Based on the expected or actual number of days saved, an ROI time frame can be calculated easily for users of the application. A conservative target is in the region of a half-day's worth of saved work per reporting unit, with this reduction being a measure of effort saved across the organization rather than elapsed time saved.

The ROI equation can be stated as follows:
Payback is achieved when [cost of 0.5 staff day] x [number of reporting units] x [number of reporting cycles] is less than [license fee or build cost] + [setup cost].

Some assumptions can be made to provide input to the equation, shown in the table above. Clearly these vary by size of the company, infrastructure costs, and average finance staff costs. However, they are useful in providing an indication of likely or potential savings.

A key assumption here is that it is more risky and costly to build a custom application than to purchase and use an offthe- shelf application. If you build a custom application, the equation is still applicable; however, the cost is likely to be greater and ROI is likely to be lower. Some further considerations are that best-practice intercompany reconciliation may not be supported, and there is likely to be higher maintenance overhead.

Business Objects, an SAP company, offers a unique peer-to-peer intercompany solution that can work with consolidation applications from SAP and Business Objects as well as other software vendors.

Using these assumptions, it's possible to do a simple cost/benefit calculation. In the following table, you can see that full ROI is achieved within just over nine months. This also shows that the benefit depends heavily on the number of reporting cycles performed. In general, companies reporting monthly derive a far greater benefit than those reporting quarterly.

A business case should also consider that any calculation being performed doesn't take into account the immeasurable benefits to the business of getting faster, more accurate information to the people who need it immediately: that is, decision makers and the market. The time freed can be applied to value-added activities to increase revenue or lower costs. Through improvements to the close process it should also be possible to achieve savings on annual tax payments and reductions in audit fees.

Will A Consolidation Solution Do The Same Thing? The Benefits Of A Purpose-Built Solution

Many of the consolidation and corporate reporting solutions on the market have established intercompany reconciliation and elimination modules. Companies thinking of reengineering their intercompany processes often look to these modules as the cure for all ills. Are they correct to do this? To answer this question, it's instructive to compare and contrast the processes required to perform an intercompany reconciliation in typical financial consolidation and reporting solutions with a purpose-built intercompany reconciliation solution.

Financial consolidation and reporting solutions cover the breadth of functionality necessary for statutory consolidation and management reporting, providing a basis for financial control and compliance. These solutions also include functions to match intercompany accounts within the consolidation process, as is necessary for global consolidation and reporting processes. The intercompany balance-matching process is either included in the consolidation category of reporting or is a category in itself. However, as mentioned earlier, consolidation solutions provide value only when you start consolidating data, which then is part of the close's critical path.

On the other hand, BusinessObjects Intercompany is a product specifically designed to match intercompany data interactively in a peer-to-peer fashion over the Web. It deals not only with intercompany balances but offers a detailed level of reconciliation down to the invoice level.

The table below compares the process and the individual steps that need to be performed to complete the intercompany reconciliation. Note the number of steps and the complexity of each.

The Setup Phase

In comparing the two setup phases, it's clear that more steps are required in the case of a financial consolidation and reporting solution. Although some of these steps are complex, they serve the dual purpose of helping to prepare for the consolidation.

Again, it's interesting to note the significant requirements imposed on the central finance function by a financial consolidation and reporting solution ' something that's almost absent in BusinessObjects Intercompany (see the table above).

Achieving The Fast Close Using Technology For Intercompany Reconciliation

By allowing your reporting units to reconcile balances and transactions directly away from the close's critical path, you avoid trying to fix the problem after the event and thereby free up more time for value-added activity, ultimately shortening the reporting cycle.

The fast high-quality close is as important today as ever, and the ability to resolve your intercompany bottlenecks is a key factor in achieving your fastclose ambitions. Because consolidation solutions are inadequate at managing both the depth and interactivity necessary for the intercompany reconciliation process, central finance departments of companies worldwide are forced to intervene and get heavily involved in order to complete the traditional hierarchical reconciliation process.

By applying technology for intercompany reconciliation, you can make radical process change with little effort and potentially achieve significant gains in efficiency. These gains aren't all financial in nature, although attractive ROIs are achievable. Gains can include alleviating the burden on the central finance function and transforming its role into that of overseer rather than executor of the process. Empowering reporting units to solve their own issues rather than being directed by headquarters is a key improvement resulting in a betterquality close. And taking the intercompany reconciliation process out of the critical path results in a faster close; resolving this issue makes it the number-one fast-close quick win.

SAP® Solutions For Enterprise Performance Management Comprehensive Functionality To Improve Effectiveness And Performance Control

BusinessObjects Intercompany is part of the SAP® solutions for enterprise performance management ' a comprehensive set of solutions that help your company capitalize on the value of your existing data assets. With these solutions, your organization becomes more agile, gaining organizational alignment, visibility, and greater confidence that give you optimal control and competitive advantage. These solutions can integrate with SAP Business Suite applications; SAP solutions for governance, risk, and compliance; and the business intelligence platform from SAP and Business Objects. As a result you can maximize business profitability, manage risk and compliance, and optimize corporate systems, people, and processes.

For More Information

For more information about how the BusinessObjects Intercompany application can improve your financial performance, call your SAP representative today or visit us on the Web at www.sap.com/solutions/enterprise-performance-management/intercompany-reconciliation/index.epx.

For additional information about financial consolidation, go to www.sap.com/solutions/enterprise-performance-management/fincons/index.epx.

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