Name: Transforming Treasury with Coupa & CORE Process
Uploaded: 2025-06-24T14:16:09.148Z
Duration: 49 min
Description: Transforming Treasury with Coupa & CORE Process

Transcript for "Transforming Treasury with Coupa & CORE Process": Hi. Good afternoon, and welcome to our webinar, transforming treasury with Coupa and CoreProcess. And with this, let me start and first introduce myself and the colleagues which will host the webinar today with me. So my name is Benedekkaiser. I'm a principal product manager for treasury at Coupa. I joined Coupa with the acquisition of Bellin, and I joined Bellin already. It's now twelve years that I'm working in the treasury space and, more than seven years in the product management. And with me today, are from CoreProcess, Victor Busch, project manager and senior consultant, and Lars Beckmann, the managing director of CoreProcess. With Lars, I'm working already together since more than twelve years. Core process is an sales and implementation partner already in Ballantine's, and we even extended our, working relationship, with, Coupa. And, yeah, happy to have this, webinar together today, with CoreProcess. Some housekeeping rules from me from the beginning before I leave the stage to the CoreProcess team. So today's webinar is recorded. You will receive an email afterwards, with the link to the recording. So if you have to leave earlier or if you want to share with some colleagues, you can ask questions anytime. On the right side of your screen, you should have an q and a tab where you can enter questions. We will receive these questions. And if it fits, please ask these questions whenever they come. We will try to answer them in in between, but also at the end, we reserve some time, to answer questions. With that, the agenda for today, after a short welcome, we are already in the middle of it. We will give you a short introduction to Coupa Treasury, and then we go to two user, customer cases of a goof up and a pay up. And in between, we will do a live demo, of, system, which is done by Victor. And as already, announced at the end, there will be a short q and a session. And with this, I will hand over to Lars who just joined us on stage. Welcome, Lars. Stage is yours. Thank you very much, Benedikt. And as Benedikt just said, we have been a Coupa for for many years. First of all, I just want to, let you know that our partnership is really strong. We are exclusive to Coupa, and, we manage the implementations, but it's also important to know that we have daily activities with our client base. We have more than 40 clients across Europe, and we work together with Coupa in implementations where we have tech their technical architects in our projects to support you as future prospects, and these makes our implementations very, very efficient. We also, I would say like, to say that we run data support contracts, and that keeps us up to date with the system all the time. The company which I represent as a partner, we have a background where all our employees have, industry background. That means that they are well acquainted with the business and how the business work in the treasury and finance environment. So I think giving this, piece, also different differentiates us as system, working with the system application and our system integrators. But what is Coupa all about and specifically Coupa Treasury? Coupa has a lot of different modules, but today, we only focus on the treasury part. Coupa is a web based system, and it will support you as, clients. And it has a full scale treasury, but I think it's important to understand that it's a modular system. So whenever you are ready, you can start with one part of the application, and then after after time, increase your capacity, what you want to use. It is, assisted with an unlimited user base for you and also unlimited number of entities which you can add to the platform. That means, we are pricing the system based on how big your company is. It's about how many people employed and how many bank accounts to access. And I think that's that's a good solution for for a treasury system. From a a the system is intuitive, and, I would also like to from that perspective, it comes preconfigured, which makes it easy to implement. We have, as a partner, also seen the development Coupa going into AWS, and makes that service makes it much easier for, the system, to us to be more efficient in in the daily use. I also would like to, stress it's a single tenant user system, which means that you can upgrade the system whenever you like. Now we are entering the Coupa Treasury as an application and the different modules. And first of all, it's that's being web based web based. It's easy to access When it's about connecting different ERP systems, we support that. And all about different modules. Before we go into that, you can easily export data from your ERP system, with forecasting cash forecasting data. If you use netting, as we will describe later with BUFAB, that's also you can use. And last of all, you can also export data to the ERP system for general accounts and bookings. But Coupa is not only importing, data. It's, is as well has capacity to integrate with with banks. Both via swift services, but also directly, we are in host to host connection. This means that it will be easier for you as a company to reconcile your bank transactions, but also to follow-up on your cash forecast and integrate with all payments, for different formats across the world. So with this said, it's it's a simple tool to use for integration and exporting using APIs or SFTP servers. But I also would like to mention that we are using SII as a single sign on as a service, which is facilitated directly. And it's included in the system to have swift services, which comes directly, with together with the system and will be implemented. Before I hand over to Victor, who will present our the success cases we have with us. I will also tell you that the system as itself is divided into the different modules. It's about, cash and liquidity to handle you your daily activities around banking transactions and liquidity, but also cash forecast, of course. And there is a separate module completely with the risk exposure and risk management and in house bank setup. We also have NetIQ, which we'll discuss later, and an integrated solution with payments, which make that part really efficient to use. With that introduction and, to view a bit about, Coupa system setup, I would like to hand over to Victor to go ahead and introduce the next part of the session. Thank you very much. Thank you, Lars. Thank you so much. So I will start to present our success case with the Delta. So for you who do not know Delta Base, it's a a major manufacturing c components with revenue over €700,000,000. BUFAB transformed their treasury department in just over four months, with the help of Treasury. So I will start to share, a interview I had with Eric at BUFAB a couple of weeks ago. So today, we're taking a closer look at how BUFAB eliminated thousands of transactions monthly, reduced operational cost through automated netting, and gained daily global cash visibility, freeing up treasury resources for strategic work. And, I'm joined now by Eric, Stonberg, a group treasurer at BUFAB. Eric, thank you very much for being here. Thank you very much, Victor. It's a pleasure to share our experience. Right. So the challenge well, before this transformation, what were some of the main challenges you were facing in BUFAB treasury function? Well, we we started from, actually, from a white sheet. Nothing were really in place at BUFAP. We were missing processes, or did it partly through Excel, with a lot of manual work. And, BUFAB was and is still a very decentralized organization. However, when it comes to treasury related, matters, We have to be more centralized. We have to be more efficient, optimized, digitalized, and, work more smarter. Yep. That's that's a good, way. But, so regarding the project, you you managed to complete this transition in just four months. What were the key components for this transformation? We, we focused on on on three, main major areas. Firstly, actual data. We gathered all bank accounts in the group, with all balances and transactions, core banks through, count files, and local bank accounts through MT nine forty swift messages. Secondly, implementation of netting, that is all intercompany invoices reported into Coupa, then consolidate debit and credit, accounts payable, and accounts receivable so that the sister company pay or gets paid by the netting center, BILFOC International, but only the net amount, which reduced the number of transactions. And finally, implementation of, cash flow forecasts. One short term, cash flow forecast reported monthly, and one long term cash flow forecast reported on a yearly basis. So to have a clear vision to proactive, communication to our sister companies, hard work together, with good support from core process. That was that were the keys, really. Okay. So, yeah, you know, we spoke a little bit of of the results, but could you tell us a little bit more about what kind of results you have seen since going live? Yes. Of course. Today, we have a great overview of our daily liquidity. We, since we have all our bank accounts in into Coupa Software, And we, we follow-up actual data versus forecasted data and that we do on a on a weekly basis. And, and regarding the the netting process, we we have between two and three thousands, intercompany invoices every month. And, we have reduced these to approximately 50 transactions per month. And all sister companies, they pay the same time, around the twentieth each month. Everyone, they get paid. You can't use your sister company or the parent anymore as a bank. We got rid of of these bad payment behaviors from some of our, sister companies then. And all payments, they are done, centrally and optimized in into Coupa Software. Means that we don't have any manual human mistakes. Oh, yeah. That sounds great. So I I really understand, well, that you now you can really manage and allocate that capital much more strategically. So it's it's very impressive, that you're running such a lean and efficient operation. But how how did you manage the complexity of this? Well, I mean, first of all, a very strong internal drive. And as I said before, BUFAB is generally a very decentralized organization. However, when it comes to treasury, we have to centralize in order to be efficient. We, of course, also have a great support from CoreProcess, I mean, both before project started, but also during the implementation and after. Thank you, Harry. So looking at ahead, what's your net what's next on your treasury road map? I mean, regarding development in Coupa, our next target is then to start hedging, foreign exchange. Mhmm. Today, we only are allowed to, make spot transactions due to our financial policy. And, then we will use the trading platform, to import data into Coupa and also export data out from Coupa into our ERP system, Jeeves, so that we, get the the accounting optimized. We have the bookkeeping in place, so to speak. And to summarize, your question a bit, that would be to implement, the contract part into Coupa, which is, the foreign exchange contracts and the loans contracts. Right. So thank you very much, Eric. And thank you for coming and and telling us how you streamline the treasury operations across 50 of your entities, in such a short time. And it's an inspiring case and, doing more with less, while greater getting greater control. Thank you, Eric. Thank you, Victor. And, without, core process and its excellent team, this would, of course, have not been possible at all. So thank you very much. Thank you. Great. So that was our interview with Eric at BUFAB. Now seeing is believing. So now I will go into Coupa Treasury and show you what Bufab is using here. Great. So now we're in Coupa treasury. And as you can see in front of you, you have a dashboard. And this dashboard, it's it's configurable as you like. So in my case, I created a balance over time chart on the first, section. And as you can see, it consists of a few historical bank balances. And then going forward, we have our ARAP data within the system, meaning that we can see our forecast, inside Coupa. So to confirm what Lars said, you get all you have all your banks connected to the system and, of course, your ERP system, which enable better functionality. To the right, we have the total cash of the group, and then we have our balance status. Our balance status tells us if we can actually trust this balance to the left. So in this case, we nearly have received all our account statements for the day. So we can always make sure that we can trust the balances within Coupa Treasury. This dashboard is, of course, configurable. So I have, of course, created of other different views. And, also, to reconfirm as well what Lars said regarding users. So So in Coupa treasury, we want all your users to be inside Coupa. So, therefore, we're not charging any extra fees for you to have the users within Coupa. So, in that case, maybe, some user are more interested in in different reports. So maybe I, as a user, are maybe more interested in the payments. So in this case, I have the payment dashboard, which gives me information about my total payments for today that I need to approve or maybe the today's payments, maybe today's larger payments to see if there is big amounts going out. Or maybe if I'm a treasurer, maybe I'm more interested in a cash view. So that is the total cash of the group and then divided into reports for all the cash that is not included in the cash pool, so all my stand alone accounts. And as you can see, maybe down below, I have my cash position between each bank. And here, maybe I want to move some of this stand alone amount to my Nordea cash flow and not paying any unnecessary fees to the bank. And then to the left, I have my trapped cash. So that is cash from maybe within regulated countries where I cannot move the cash. Then down below, I have my credit line. So here I can see how much available credit line I still have. So maybe if your CFO gets some ID about some kind of investment, then you can inform him about this graph, to make that to not make that investment. But, of of course, if it's a a Coupa, Treasury investment, then then, surely, there is always room. Then we have the the maturing loans. So here we can see when our loans are maturing and and so on. So all these different charts are configurable, and you can make it towards what you want to see within Coupa Treasury. And maybe we want to dig down to this information. So let's click on this 56,000,000 s e k. And now we can see, all our accounts, which consist of this total amount. But maybe I want to dig further. So then I go to add charts. I go to cash position, and now I get to see how much cash do I have within each bank. Here, I can tick down and see let's have a look how much I have with each each entity. Then it's easy for me to easily click on grouping it as entity, applying that data, and now I can see how much cash I have within each entity. If perhaps maybe I'm not a person who likes the graphical graphs, then maybe I'm more into the actual tables. Well, in that case, we can configure the table towards your need. So that is example go to grouping, adding to grouping, and now we have the grouping per bank. And here, of course, I can change it to an entity and see how much I have with an ETH entity. So these reports, you can configure however you would like to view them and dig down and see the actual numbers. So this is information that we get directly into the system from the banks. But perhaps I have connected my ERP system or I have let the, group companies uploaded additional, cash forecasting data to the system, well, then I can have a cash forecast, on my balances. So that is looking at the balance forecast. And what we see now in front of us instead is a forecast. So from today's date, June 24, then going forward, seven days. And down below, we have our forecasted bank balance. So in this case, I can see I'm I'm a bit low in SAK. So maybe I need to do a a spot deal here, to exchange that negative amount and and so on. And as you can see, we also have a chart which I've added, where I can see the the total cash within the group going down towards the month end but then increasing after the month end. This is one interface for cash forecasting, but within Coupa, there are many more interfaces. So we have one interface where which is called cash worksheets. And within this interface, we can see first see are the dates. So in this case, we're looking on the historical date as of April 1. We have what the bank has sent us, so all the account statement information, and then we have what we forecasted. And then down below, we can see the cash inflows according to the bank, and then we have the forecast according to what we entered, of course, or according to our ERP. And then we can see the deviation on the right side to see the deviation between what we forecasted, what we act and then what we actually have. Then on the left side, we can as well see the total cash inflows and the total cash outflows. And here, it's possible for you to add your own categories. So in this case, I've added four categories, but maybe you want to add more categories such as VAT or salary. And here, you can teach the system to know, whenever there is a transaction coming in from the bank, to teach the system that it's a tax payment or it's a salary payment. So the system will automatically know the next time that it's a VAT payment or a salary payment. So then it will be easier for you to compare those values against each others. Great. So this is one kind of report view, but we can as well change it to have a look at the the future. So in this case, I've changed it. So now we see today's date and then the upcoming dates as well. And down below, we can see our forecasted bank balance for each day. And as you can see, we can now see it per entity, but, of course, we can change this to category level on a group consolidated level or such. Now there is there is very many interfaces to have a look at our and different ways to have a look at our cash forecast within group of treasury. But for this session, we will stop here. The next the other thing that, did in transforming their net their treasury department was implementing the netting function within Coupa Software. Now, netting, it consists of uploading data to the system. So I will not really show you how you can upload data to the system because, yeah, that will, of course, work. Something that's more interesting is actually how the netting process works. So for that, I will actually share my the PowerPoint regarding that. Great. As you see in front of you, on the left hand side, you have a company without Netting. And on the right side, you have a company with Netting. And, yes, you can see, there is a lot of transaction with for a company without multi tenant netting. While on the right side, there is few transactions. As you can see, everyone is paying towards the netting center. So in this section to the left, there is a a lot a lot of unnecessary bank fees being paid to the bank, while on the right hand side, there is actually a few bank fee fees being paid as there will be only a few transactions. And as well, it enables us to control our intercompany cash flow. So for the cash forecast purpose, we will be able to know what what and when will the amount be transferred. Next. So what does a netting within Coupa Software Treasury looks like? Well, it consists of two parts. We have the reconciliation, and then we have the netting. The reconciliation is where the data is being uploaded into the system, all the internal transactions. Then there's a deadline for the group companies to confirm. So in the final end, the group companies matches their balances. So they have the same balances within their ERP. And as well, there is a function for disputes and escalation. So you're always the point of the netting as well is that you will, in the end, not having any disputes. So that is as well confirming what Eric said in the video where we had the issue where a lot of companies worked as a internal bank as they were holding big balances that they were not getting paid. So that's something that you clear out in the netting. There is the goal of netting is to not have any of these big balances. For the next part in co beneficiary netting, we have the netting. And what happens here, at first, the companies will receive a a netting statement, and it looks like this. So here we will have the net amount, which they either will be, be paid or what they will receive in the netting. Once that is done, or once they have seen it and they will have a few days, then the the payment will be executed. Good. So that was part of the, the the boost up case. And and if you have any questions regarding that, please ask anything in the chat. But now I will move on to our next success case, and that is, which is one of the major construction firms within Sweden. So now I will share the video or the interview I had with Emma at PEAB just a few weeks ago. Great. So now we have our recording, driving treasury transformation with APIs, the PEAB story. So this, session is about, with over 100 stakeholders, PayUp needing access to guarantee data. So, Payab's API integration, it's slashed manual syncing, enabled seamless cloud connectivity, improving data access, speed, transparency across the business. So joining me here today, we have Emma Wilson, which is the system application manager at PayUp, who played a central role in making all this happen. So welcome, Emma. Hi. Thank you. It's, great to be here. So, Emma, let's start with what triggered this project. What was the main driver behind this new project? Well, basically, we were looking to, the next step in how we use Coupa Treasury, especially when it came to, managing guarantees. The goal was to improve how we share that information across the company so product managers and other key users could, could get real time access. So it's a key to us about unlocking more value from the system we already, had in place. Coupa, offers a cloud based solution with with a dedicated guarantee module, so which really stands out. Ah, definitely agree. So, one of the more technical challenging parts of your project was the integration. Can you, tell us a little bit more about, how that worked in practice? Yes. Yes. Absolutely. And that was a core focus. The guarantees issued in Coupa had to be visible, to hundreds of stakeholders across Piapp. And the API supports a real time data flow between our internal data system and Coupa Treasury. We worked, closely with Coupa and for process, technical team to configure the APIs to our environment's end. It's now fully automated, actually. It was essential that project managers and the business had had instant access to, up to date guarantees. K. So what kind of business outcomes have you seen, seen going live? The biggest win is transparency and, access. Information that used to be hard to obtain or updated manually is now immediately available through the API. And this reduces risk and saves us a lot of time, especially during busy periods. We have cut down manual reconciliation, and we now have a scalable cloud based infrastructure that supports secure and real time operations across a whole group our whole group. Sorry. Okay. So let's let's speak a little about, your lessons learned. Every major project comes with the learning curves. What would you say were your biggest lessons from the Coupa Treasury project? First first of all, get all stakeholders involved in the project and plan, to involve treasury, IT department, and finance department as well from day one. Integration work really, work really needed both perspectives, to learn properly. And second, get your testing right. We spend, spent a lot lot of time testing the guarantee module, to make sure it worked in every real world scenario, and that paid off, I would say. And finally, keep your configurations as close to standard as possible unless there's a clear reason to customize. But Coupa's flexibility, lets, well, lets you do a lot of not without building everything from scratch. So yeah. K. That sounds great. So thank you, Emma. This has been super insightful. Thank you for walking through, on how PIIA leveraged Coupa Software Treasury not just migrated to the cloud, but, also fundamentally improved your treasury operations. So thank you very much, Emma. Thank you. Great. So that was our interview with Emma at this hub. Thank you, Emma. Next, I will actually show you in Coupa, about these guarantees function. So let me share my screen. In front of you, you now have the financial instrument part guarantees within Coupa Software Treasury. And in front of you, you have a list of guarantees. As you can see, we have information such as which of guarantee types you have, the the issuing date, and and when the guarantee is expiring. So you can make sure that you follow-up on these, expiry dates and make sure that you're delivering everything, for the end customer. But as well, you can have the outstanding amount. So you can connect this to your credit lines, when then you can see how much have I used of the outstanding guarantee limits within the group, and and you can as well mark this in into different tags or projects or folios, whatever, and and and make sure that you you have all the data you need, inside the system. And, as well here, you can add, much more information. So, for example, you can upload your guarantee documents within each, guarantee. So, also, to inform you I mean, the guarantee is one part. For pay up, it was crucial regarding the guarantees. But maybe for you, it could be that it's more interesting to have a look at, for example, the leasing. As well, there is function of leasing. There is functions for, having a report over your all your outstanding instruments such as FX or loans. But, for for PayUp, or maybe for you, each company is different. So for PayUp, managing guarantees was a time consuming but crucial part of the business. In that case, PayUp successfully streamlined that handling of the guarantees, which greatly improved their efficiency. For your company, it might be a different process. So insurance that needs requires significant time, and attention. It's important, that you identify these areas and explore how you can make them more efficient. I also want to to point out one important thing in the video, and that is involving all departments, which Emma said. And that is the cross functional engagement, was a key factor in the success, of of this project. So good. Now, I will open up the, webinar for questions, and, about Coupa Treasury. So, please go ahead. On your right hand side, you have a, you can ask questions. So, yeah, please go ahead. I will let's let's see what is coming in. Okay. We have here first questions. Victor, which ERP systems, can connect to Coupa? Well, Coupa is system agnostic, so we can connect to any sys any ERP system. That's great. And then here is something about the netting. Can Coupa handle netting on intercompany accounts? Yeah. Absolutely. So, in case, maybe a subsidiary can't pay or you just want to have all your netting paid on intercompany account, we we support that. Absolutely. Perfect. And Michael is asking, is instant payment functionality supported? Yeah. Absolutely. But first, check with your bank. So the bank must have the functionality. Okay. Let's wait some seconds. Ah, this is a good one. Do you have APIs in place for the guarantees and other financial instrument? Yep. Absolutely. So that that was only the case with Emma, at the payout. That was the case with API. So we have absolutely, we have read APIs available for all financial instruments. Okay. Perfect. Any more questions? Please type them in in the q and a tab on the right. There is one more. Can I do also cash pulling in Coupa Treasury? Yeah. Absolutely. So you can create, for instance, your, virtual cash pool, or you can mirror an already existing, cash pool. You can as well create rules within the system. So it will automatically book, like a cash flow would do in in a bank. So, yeah, everything is supported. Thank you. And and there's another one about netting. What about netting of positions from Financial Instruments? Yeah. Absolutely. Invoices, I think, but, Financial Instruments. Yeah. Yep. Yep. So, yeah, absolutely. So you you have all your financial instruments within Coupa Treasury. You can just have them as well exported into the netting model, and then you can execute them in the netting as well. Absolutely. Okay. Thank you. And then we have one here. I just have one bank. Do I still benefit from using Coupa instead of the banking portal? Of course. So, I mean, you can always use Coupa to, to dig into the numbers, looking historical, at the historical data, and as well, you don't need your token to log into your bank every day. And, of course, in a cash forecast purpose, it is as well very good. As then you have your bank balance already in Coupa Treasury, then you can easily just have that as the starting balance for your cash forecast. So there is endless of different, possibilities and advantages of having, the your bank. And only if it's one bank, it's it's still an advantage within Coupa Treasury. Thank you. And then, how long time, it takes, to implement Coupa? So it depends how how big the project is, of course. What usually takes time is the banks. So, I mean, if we're looking into if you have a a swift connection, well, the swift usually takes at least eight to twelve weeks until it's set up and you have a big address, while the host to host takes around four weeks. So it mostly depends on that and, of course, your own resources. As, yeah, as a consultant, we usually have the train to train the principal. So we train you in setting up the system, and and then, you set it up. So it also depends on how much time do you have. Good. How about derivatives? Can I track them in Coupa Treasury and potentially send instructions to the banks? Yeah. Absolutely. So, we we I mean, Coupa Treasury offers the having your, financial instruments within in the system, and then those you can either connect them to you have maybe a trading platform that you trade within, and then you that information is being sent to Cooper. And then, you can as well, have instructions within the system to clear to to make the second step as well. Thanks, Victor. There is one more question. Eric, I do not know exactly how to answer, but maybe Lars has has done that. Now we what about handling the payments? Can I connect to payments from my, I believe, my ERP and use Cooper to execute payment instructions and pay suppliers? Yeah. Absolutely. So, the the the of course. And and that's one one of the benefits of using the platform as well because I mean, in that case, you take Coupa takes ownership of, the payments. So you don't need to log in to the bank and having I mean, if you have several banks, then you have several of these tokens. You don't need that no more. You can just use one token as the Coupa Treasury app, for instance, and then you can confirm the payment in there, and and as well. So that's that's one benefit. While another benefit could be, for example, then if you have your, commercial payments within Coupa, then at Masley, you have this cash forecast within there. So there is a load of advantages and and and using and and as well, of course, to to answer your question, yes, you you can have, your EOB connected to Coupa for payments commercial payments. Perfect. I do not see any more questions coming in at the moment. Just ask your questions. We will even see them, afterwards as long as the webinar is still online. If there are no more questions, I will maybe just, switch to the last slide. Lars, maybe you can also join us, on stage for a so thank you for listening, to us. And, if you are interested in anything that we, talked about, please reach out. Here are our contacts. And, yeah, let's, continue the conversation as the slide says. Thank you from my side. Yeah. Thank you all. Thank you. No. Thank you for watching. Thank you very much. Yeah. Really, really good to see a a big audience, following, this webinar, and we, of course, look forward to connect with you outside of this forum, later. Thank you very much.