Flinders University Case Study of BasWare IP Implementation

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Flinders University Case Study of BasWare IP
Implementation

• WPP grant
• 40,000 supplier invoices 20,000 payment requests
  for employees and students
• Market research was done in April 2008
• Technology One Financials workflow using
  Xcellerate IT
• BasWare IP using Readsoft
• Final selection of BasWare IP May 2008
• Pilot programme live 20th October 2008 all users
  on line 10th November 2008

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Why BasWare?

• Easy tracking of invoices in workflow with
  different queues for invoice stages
• Superior controls for electronic authorisation
  with full audit history
• Approval matrix with cost centre, project, amount
  and date ranges
• Very user friendly with minimum training required
• Personal archive folder for each user with image
  and full audit history
• Autoflow from Readsoft to BasWare to coders

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Implementation steps

• Dedicated mail box and email account for
  creditors invoices
• Letters to major suppliers
• New policy for the authorisation of University
  Expenditure
• Removed storage in Accounts department and
  replaced with a scanner and workstation
• Configured and tested the system
• Documented procedures and trained the user group
• Advised staff to stop coding and approving on
  paper copy and forward direct to Accounts

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How does it work?

• Invoices delivered direct to Accounts dept from
  mail box
• Invoices scanned in Readsoft using OCR then put
  into bundles for archiving
• Invoice verified by accounts staff who add a
  department code
• Invoice is then auto flowed out to all users
  attached to the department code
• Each user receives an email with a hyperlink to
  the BasWare Thin Client
• Invoice is coded then forwarded to an approver
• Invoice is approved then sent direct to the ready
  to transfer queue
• Invoice transferred into AP on the finance
  system

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Readsoft actions

• Readsoft software Interprets the image scanned
• Accounts officers verify data in all invoices,
  assigned by alpha group
• Supplier can be selected from a pick list using a
  view to the finance tables
• Any field not interpreted by the software is
  verified by dragging the mouse over the data
• A Suppliers definition is saved to a template
  when their first invoice is verified
• Optimisation can be used to teach the software
  certain rules for a Supplier

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Readsoft verification
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BasWare IP modules

• Thin Client web based access for users to code
  and approve invoices
• IP Master for accounts payable staff to monitor
  and redirect invoices
• IP Admin for system administration
• Monitor for enquiry and reporting

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BasWare Thin Client for coding and approval
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IP Master Invoices in Flow queue
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Invoice Processing queues

• From scanning to transfer into the finance system
  the invoice can be viewed by accounts payable
  staff
• Invoices are separated into queues in BasWare IP
  Master according to their status
• Unprocessed invoices
• Invoices in Flow
• Returned Invoices
• Invoices to be cancelled
• Invoices ready for transfer to AP
• All Invoices
• Invoices can be redirected to multiple
  departments
• AP can view the coding, invoice history or update
  the details
• Due dates highlighted and reminder emails sent

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Returned Invoice queue
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Post implementation review Negatives

• Initial problems with coding for mixed tax
  treatment invoice lines
• No official delegations were held for corporate
  accounts
• Initial backlog of invoices for with the scanning
  and verification
• Suppliers slow to change mail address

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Wins

• AP and user group love it
• Reduced duplicated invoices and eliminated lost
  invoices
• Drill down on account gives the invoice image
• Reduced the possibility of fraudulent and
  inappropriate approvals
• Full audit tracking
• Payment details uploaded to BasWare
• Decision not to purchase a Cash Management
  application