Media Company from Northeastern US’s Journey of Digital Transformation with Oracle WebCenter

For our customer, the Media Company, the Accounts Payable (AP) process is a critical part of their operational efficiency, ensuring that suppliers are paid accurately and on time, every time. Over the past few years, the Media Company has been leveraging Oracle WebCenter version 11.1.1.9 to automate their procure-to-pay process. However, as the company moved to Oracle Cloud Infrastructure (OCI) and upgraded from WebCenter 11g to 12c, they saw a strategic opportunity to revolutionize their AP operations even further.

A Shift to Centralization with EZ Cloud

The transition was not just a lift and shift to OCI but also an instrumental moment where the EZ Cloud team stepped in to centralize the AP function within the WebCenter application. This shift was critical in unifying processes, streamlining operations, and fostering greater collaboration across departments.

Starting with WebCenter Enterprise Capture

At the beginning of this transformation, AP originators at the Media company would initiate the process by scanning physical invoices into the WebCenter Enterprise Capture tool. Recognizing the potential for enhanced efficiency, the EZ Cloud team configured the Capture Email Import Processor, enabling suppliers to email invoices directly into the system. This seemingly simple change reduced manual entry, cut down on errors, and expedited the entire AP cycle.

Customizations That Drive Efficiency

Beyond streamlining invoice intake, the EZ Cloud team worked closely with the Media Company to introduce custom features tailored to their unique workflows. We added a new field in the WebCenter Forms Recognition (WFR) verifier application to capture the originator's name, which triggers an email notification for General Ledger (GL) Account Coding tasks.

This customization not only provided better task tracking but also allowed originators to input GL Coding directly within the WebCenter Account Distribution form, including the ability to add reclass codes for invoices that needed to be booked to balance sheet accounts. These improvements were integral in driving Approvals Management (AME) invoice approval workflow in Oracle E-Business Suite (EBS).

Contract Management and Validation

Handling large-value invoices became more efficient as well. For invoices exceeding $100,000, the team introduced a feature allowing contract documents to be attached during GL coding. These documents are vital for the EBS AME invoice approval workflow and are now seamlessly linked to the corresponding invoice in EBS for the accounting team's review.

The process was further refined by validating entered GL Codes against an approval grid, differentiating between capital and non-capital invoices. Correct matches proceed in the Account Distribution Form, while discrepancies are flagged for further review, ensuring greater accuracy and compliance.

The Impact of Innovation

Through these enhancements, the Media Company has realized a more robust, streamlined AP process. The direct benefits include:

• Strengthened Supplier Relationships: Suppliers appreciate the quicker, more accurate payment process, leading to improved negotiations and potential discounts.
• Elevated Job Satisfaction: The AP team at the Media Company can now focus on more strategic tasks rather than getting bogged down with manual, repetitive work.
• Increased Operational Efficiency: With the new centralized AP functions, The Media company has seen a reduction in process cycle times, contributing to better cash flow management and operational agility.

Looking to the Future

The work with Oracle WebCenter and the EZ Cloud team is more than an upgrade; it's a step into the future of AP operations at Media Company. The transformation signifies the company’s commitment to operational excellence, technological innovation, and continuous improvement. As the media landscape evolves, they are well-positioned to handle the financial intricacies with greater efficiency and accuracy.