Retail Services & Solutions

Business Transformation Driving Out Operational Cost

Results that Exceed Expectations

Retail is a challenging industry when it comes to managing fi nancial documents like invoices, vendor receipts

and customer bills. The industry success lies signifi cantly on the ability to eff ectively manage these functions and

focus on key areas like customer experience management, infrastructure, marketing and advertising, product/

service enhancement and competition in the market.

Our study suggests that about 80% of all fi nancial documents and vendor invoice activity is still paper-based in

many retail organizations. Finance and Accounting departments who rely on manual processes fi nd that adding

staff does not solve the inherent problem. Manual processes are not only expensive, ineffi cient and error-prone

but they also expose organizations to serious risks that can aff ect their credit rating and regulatory compliance

standing. F&A departments often suff er from paper overload, but are too close to the problem to see that there

is one. Admitting the problem exists is the fi rst step towards better F&A practice.

SourceHOV Technology Services and Solution for Retailers

Retailers globally count on SourceHOV to help them out with Financial Operations Outsourcing, Workfl ow

and BPM, Vendor and Supplier Self-Service Portals and Document Lifecycle Services. We effi ciently manage

complex business processes, time-critical and information-rich documents using our proven platforms, people

and processes. Some of our retail industry services are:

Retail Services& Solutions

Document Lifecycle

Management

Workfl owWorkfl ow& BPM& BPM

Vendor Self-Vendor Self-Service PortalService Portal

Finance &Finance &AccountingAccounting

Retail Services & Solutions

Retail companies around the world use SourceHOV for Finance & Accounting solutions. We provide solutions

that save your business both time and money by eliminating the need for you to maintain costly in-house

operations. As the pace of technology continues to speed up, in-house operations have become even more costly

as businesses spend money trying to keep up. We provide a consultative approach and comprehensive, end-to-

end solution for your Finance & Accounting needs that covers every major accounting function throughout the

accounting life cycle.

Business Challenges In Existing AP Process

� Key staff members of finance department being deployed to manage physical financial documents.

� Payments getting delayed to Vendors, Distributors, thereby affecting business

� Reimbursements to employees getting delayed, thereby affecting employee morale

� Dealing with huge piles of paper leading to traceability issues, missing documents and duplicate invoices

� Huge Storage requirement to store paper documents but still suffering difficulty in retrieving documents

SourceHOV AP solution eliminates these time consuming paper processing and non-core process of manually

entering invoice data, and automates the matching and validation process and facilitates secured movement of

invoice in a digital form through a robust workflow engine to handle exceptions

Data Extraction

Paper invoices are scanned and digitized. The data from the invoices are also extracted in an accurate manner

using multiple techniques like OCR (optical character recognition) technique, through databases, or through a

Double Key in Process.

Error free output to customer

Three way match approach is adopted to match and cross check data from purchase order, goods received note

and invoice to avoid discrepancies. Cleaned up data is then fed to the customers ERP system in a format that is

compatible to the ERP so that payment can be released to the vendors.

Secure Storage & Easy retrieval

The digitised invoices are stored in a centralized web based image repository called document DNA which the

customer can access from anywhere in the world through a secure login. Hardcopies of the invoices are secured

in boxes which are indexed with barcodes and stored in a secure location to ensure easy retrieval when required.

Finance & Accounting Services

Process Flow Diagram

Electronic Submissions

(Fax, Mail, EDI)

Documents Received in Mailroom (STRACK)

Batched and barcoded by

Crate, then Open, Prep & Sort

Online Image & Data Repository

AP Workflow, G/L Code Review, Approve

Upload Approved

Invoice Data to ERP

Workflow Upload

Scan and Assign DCN

Render to PDF where Applicable

Document Extraction

Pass 1 - Batch OCR

Document Extraction

Pass 2 - Key & Verify

123

123

Knowledge Process Management

Customer

SourceHOV’s AP solution allows the customer’s finance department to move straight from invoice receipt

through to invoice payment with very minimal manual intervention.

Document Management

Document DNA

The SourceHOV Vendor Portal provides a single point of entry to allow our clients’ suppliers to view document

status and allows them to participate in both the submission and correction processes. Vendors can self-register

within the system or if preferred, registration can be managed by our clients. Registration becomes a part of

an approval process and your vendors can provide payment-related information as part of their profile. Once

approved, a vendor can then submit invoices electronically through the portal. And individual document status

can be queried for any document.

This vendor portal includes a ‘supplier snapshot’ dashboard displaying summary data and status for:

� Invoices presented as either via paper or EDI / ERS

� E-invoices

� Credit/Debit memos

� Payments scheduled and completed

� PO “flip to invoice,” eliminating the need for paper invoices

This allows your suppliers to validate document content and understand where invoices are in the AP process

and reduce our clients’ vendor support services costs. The Vendor Portal includes functionality for invoice

submissions, invoice status and client/vendor communications. Communications are stored in an audit log,

allowing better controls and auditability.

A unique feature of the SourceHOV Vendor Portal is that allows vendors to participate in the order presentment,

dispute management and exception management processes to allow invoices to be approved or resubmitted.

This reduces time and expense to the vendor in resolving exceptions and provides faster payment to the client.

Automated document lifecycle workflows reduce overhead, ensure privacy and increase accuracy by eliminating

any variances in the way individual employees handle processes. This minimizes risks and ensures compliance

with industry and government regulations. SourceHOV’s automated workflows speed Transaction Processing by

expediting and prioritizing business tasks electronically while identifying bottlenecks, enacting group routing

and distributing tasks. Automatic email notifications alert users on the status of their documents along with

multiple document search capabilities and advanced results sorting. We enable your organization to integrate

documents and data from multiple systems and sources—including mail, faxes, email, secure FTP, numerous EDI

protocols and your proprietary systems—to create a unified workflow with suppliers, partners, and customers.

This reduces information silos and ensures that key individuals know the status of important processes.

SourceHOV Vendor Self-Service Portal

Automated Workflow Solution

Cenvat Credit

Returns Filing

VAT Credit

Cenvat Credit

Duty Assessment

PO BasedService BillsOther Bills

Returns Filing

Forms Issue

Returns Filing

Returns Filingwith Vendor & Client

Duty Payment

Audit

Audit & Assessment

Forms Issue

Excise

TDS

Sales Tax

Service TaxQueryResuolution

Customs

Bill Booking

Accounting Function

ER PVarious Ledgers

& Raw Datae.g., RG23A,

RG23C, RG1, etc. Automation

Excise Returns Filinge.g., ER1, ER6, etc.

Sales TaxReturns Filing

Input forC- form Issue MIS Reports

Eliminatesmanual

verificationand

compilationof reports

SourceHOV Tax Automation Solution

SourceHOV’s Tax Automation solution has played a key role in helping a wide range of companies across multiple

verticals manage their tax compliance and reporting more effectively. Our solutions enable clients to improve

the speed and accuracy of tax reporting, manage tax risk, and deliver greater certainty in decision making, tax

processes and the numbers they generate.

Our tax automation solution automates ledger and raw data processing eliminating manual verification and

compilation of reports.

Automating accounts payable for the world’s largest food & beverages company leading to considerable cost

cutting & valuable accounts payable resources freed up to focus strategic activities.

Customer is an American multinational food and beverage corporation headquartered in New York. With the

distribution of diverse products across multiple locations in India obviously the company had to deal with and

handle thousands of paper invoice documents from a huge network of Vendors & Distributors across the country.

As a result of manual invoice handling and paper based processing customer faced the following issues:

� Payments were delayed to vendors, distributors, thereby affecting

business

� Reimbursements to employees were delayed, thereby affecting

employee morale

� Deal with huge piles of paper leading to traceability issues, missing

documents and duplicate invoices

� Huge storage requirement to store paper documents but still suffered

difficulty in retrieving documents

� Huge number of accounts payable staff had to be deployed to manage

physical paper processing

SourceHOV partnered with a global technology vendor to come up with an end-end AP solution for the customer.

SourceHOV played the key role of effectively digitizing all paper based records and building the technology

framework for the entire AP process. The solution delivered the following business benefits to the customer:

� The overall turnaround time for processing documents reduced from

several weeks to 5 days

� Complete traceability/visibility of the process was possible

� Reduced vendor & distributor calls to client

� In-house accounts payable resources freed up for strategic activities

� Expensive storage area released, easy retrieval of documents for audit

purposes

� Better cash flow management

A Finance & Accounting Success Story

Many retail businesses have evolved to a paperless environment for internal processes such as accounting,

inventory, customer service, human resources and marketing. While these systems create efficiencies, enable

faster communications and provide rich data to support business decisions, there is still a need to access physical

documents and information that were created before the electronic systems or that come from clients in paper

form. These hybrid physical and electronic environments create inefficiency and ultimately cost your business

more to maintain.

Challenges Faced In Paper Based Business Process

� Employees having to maintain and secure huge volumes of paper documents

� Paper based documents having to be preserved for years

� Physical storage of these documents consuming a lot of allocated space and creating a chaotic environment

� Retrieval of the records at the time of audits being time consuming

� Cases of missing documents, identified during the time of audit & hence resulting in non-conformances

� Different types of documents being jumbled making retrieval based on category/type difficult

� Movement & Tracking of physical documents within locations proving to be a difficult task

SourceHOV Document Lifecycle Management Solution Process Flow:

Receiving Paper Records

Paper records from customer

are received and clearly maintained with inventory of

receipt

Paper Records Scanning

Paper records are converted into Digital Images

Background Process

Scanned Image, Document Type

Identified & Index Fields Captured

are Mapped together & fed

into SHOV’s Image

Repository

Document Type Identification

Electronic document type Identification

Cloud Based Repository

Secured web based application to facilitate Click

of the button Retrieval of

Records

Document IndexingRequired

information for searching records will be captured & used for retrieval

purpose

Physical Storage of DocumentsAfter scanning, all the physical documents are stored in carton boxes with bar

code identification

for easy retrieval

TIFF TXT

Using SourceHOV’s Technology Platforms

Document Lifecycle Solutions from SourceHOV can remove the challenges of managing physical documents and

will provide a roadmap to a completely electronic environment—increasing the efficiency of your internal teams

and helping you provide greater service to your customers. SourceHOV has global experience helping our clients

manage the full lifecycle of physical documents, from intake and conversion to temporary and archival storage

and business communications.

Customer

Document Lifecycle Management Solution

Data Extraction

Document conversion at SourceHOV lays the foundation for your business to create robust databases of electronic

documents, rich with information. Keeping your documents, images and files in uniform digital formats has

become essential to keeping your operations streamlined and efficient. SourceHOV has a wealth of experience

and knowledge in converting large amounts of documents in retail industry and other industries too, specially

their HR and F&A documents.

Paper documents are scanned and digitized. The data from the invoices are also extracted in an accurate manner

using special techniques like OCR (optical character recognition) .

Web Based Storage

The digitised documents are stored in a centralized web based image repository called document DNA which

the customer can access from anywhere in the world through a secure login.

Physical Storage of Documents

Hardcopies of the documents are secured in carton boxes which are indexed with barcodes and stored in a

secure location to ensure east retrieval when required.

18,000 HR employee records and ongoing paper transaction volume of 100 employee files per month digitized

leading to considerable reduction in costs, increased productivity and minimal overheads.

Customer is a leading provider of end-to-end IT services and solutions for Global Companies with difficulties to

maintain and secure 18000 HR employee records and ongoing paper transaction volume of 100 employee files

per month.

SourceHOV worked closely with the customer with a consulting approach to identify key pain points and then

proposed a suitable Document Management System for their employee records. The solution delivered the

following business benefits to the customer:

� Client is able to access the employee records with a click of a mouse in a few seconds globally with utmost

security

� All HR employee records and transactions have been transformed from paper to digital. Missing documents

were identified & were replaced in the respective employee file

� Our solution has reduced costs by increasing productivity and lowering overheads

� Records storage space at the Client’s end has been eliminated

A Document Life Cycle Management Success Story

Results that Exceed Expectations©2014 SourceHOV LLC. ALL RIGHTS RESERVED. RETAPAC072014

sourcehov.com | +91 44 33504022info@sourcehov.com

Our proprietary platforms allow context-driven workfl ows and apply routing and input rules for data integrity

and validation to content originated from digitized paper documents and electronic information from external

business partners. Our workfl ows also give you visibility into your processes, so you know exactly where things

are and can manage your organization based on real-time information. Our unique data analytics use patterns

to allow analysis of content and make forecasts and predictions based on various factors. We can even help

you detect fraud, waste and abuse. SourceHOV automated workfl ows can deliver information back into your

systems, facilitating business transactions and enabling you to make faster or more informed decisions.

About SourceHOVSourceHOV is a global provider of transaction processing solutions, strategic consulting and data analytics

services to a wide variety of industries including healthcare, fi nancial services, legal, government, publishing,

manufacturing, retail and other commercial entities—including more than half of the Fortune 100.

Through our consultative approach, clients achieve high-value business outcomes and experience improved

processes, streamlined workfl ows, reduced cycle times, increased cost effi ciencies and enhanced fi nancial

performance.

Retail Services & Solutions