During the data take-on phase we map and load customer specific data into our proprietary, purpose built Procure-to-Pay Analysis system.

Our entire engagement process is designed to minimize the time and effort spent by our customers.  With the data acquisition, we will convert and manipulate your data into the structure required for the analysis.  It is therefore required that you only provides a data extract from your systems and NOT perform any data manipulation. The following types of data are typically required during an Payment analysis:

• Transactional data
  • AP History (Invoice & Payment Data)
  • Purchase Order
• Master Data
  • Vendor Masters
• Sample source documents
  • PO's
  • Invoices
  • Credit notes
  • Remittance advices
  • Pricing sheets
  • Contracts

During mobilization, the following activities are executed by our personnel responsible for the analysis and claims identification:

• Definition of project roles and responsibilities
• Familiarization of the customer business processes (by studying the business process documentation delivered by the business process track)
• Start to understand the customer data by doing a preliminary analysis once the data is loaded

BITTS performs a comprehensive Procure-to-Pay analysis.  Claim discovery is based on three main categories of analysis; Procure-to-Pay analysis, Procurement analysis and VAT analysis

Procure-to-Pay analysis

• Uncovers duplicate payments, payments to the wrong vendor, payments made in error, overlooked discounts, freight, returns and the like.
• Focuses on the day-to-day disbursements of your company. Analysis can be drawn from the invoice level and then "drilled down" to the item level for each invoice. 12 Standard & an unlimited number of custom analyses can be generated to reveal areas where there is the greatest potential for overpayment.

Procurement analysis

• Uncovers contract and pricing issues, such as incorrect pricing, rebates and contract noncompliance.
• Specifically focus on price spikes or anomalies(inconsistent pricing on invoices), contract compliance (contract vs. actual invoice pricing), discount analysis (contract discount parameters not being reflected on invoices)

VAT analysis

• Uncovers historical claimable input VAT previously not claimed from SARS. The service will identify and verify at transaction level detail previously unclaimed VAT for a preceding period of 5 years as permitted by legislation.

Claims recovery begins with Claim Generation after thorough investigation, documentation and confirmation.  Claims with the supporting documentation are sent to suppliers. Our professional claims resolution staff work with your suppliers to resolve claims. This is followed by Claim Tracking to ensure timely resolution. We recover all claims on your behalf, but we require assistance from you when agreement can not be reached with a supplier.

This provides summary of our project and management intelligence regarding our finding during the analysis:

This will typically comprise:

• Unusual issues regarding payment and pricing errors that were identified
• Summary of the types of errors identified
• Summary of claims recovered by vendor
• Observations and recommendations to prevent identified errors
• Workshop to transfer knowledge of identified errors