BasWare Software Clients

BasWare Clients Include:

• CHEP
• Ernst & Young
• Finnair
• Fortum O&M (UK)
• Harcourt Education
• Honda Motor Europe
• If
• ISS
• Manpower
• OP Bank Group
• Reed Business Information
• Rockwool
• Sampo

For more details on how BasWare financial management software has benefited a range of leading businesses, see our whitepapers or case study below.

Banking and Insurance companies [PDF 423KB]
Banking and insurance companies use BasWare software to save costs on recurring invoice matching.

Ernst & Young [PDF 192KB]
Ernst & Young needed a financial management solution to reduce costs on invoice processing.

Finnair [PDF 546KB]
Finnair have significantly reduced costs by 50% on electronic invoice processing.

ISS [PDF 273KB]
A facilities service company uses automatic invoice processing to make efficiency savings.

Manpower [PDF 123KB]
Manpower staffing services company reduce costs of processing invoices through using the BasWare invoice processing software.

Rockwool [PDF 239KB]
Rockwall have significantly reduced the time taken to process invoices through use of BasWare invoice processing software.

Harcourt Education Case Study

Harcourt Education is the largest school book publisher in the UK and part of the Anglo-Dutch publishing enterprise, Reed Elsevier

Automatic processing of invoices reduces errors and puts an end to their repeated handling in paper form. BasWare’s Invoice Processing System has increased the efficiency of invoice processing procedures for UK company, Harcourt Education Limited.

Looking to the future. These are the words that Tim Furber, Financial Controller for Harcourt in the UK, uses to describe the revolutionary changes brought to the processing of invoices implemented last year. BasWare’s Invoice Processing solution is only the first step towards complete automation of the publisher’s purchases, orders and in-voices, but benefits are already evident. “Getting invoice processing under control was of the utmost urgency for us”, says Furber.

Prior to automation, the company’s finance department had no real understanding of the level of incoming invoices before they actually arrived. Invoices could lie on people’s desks for weeks and then end up in the finance department just before holiday periods and public holidays, when staff took the time to action outstanding paperwork. Sometimes authorisation was granted by the wrong person and often the account codes marked on invoices were incorrect.

“The BasWare solution is now being used by 500 employees. A lot of small bills add up to considerable value.” Furber says.  To demonstrate, Furber starts the BasWare  application on his desktop and shows that on the day of the interview there are 1,800 invoices in the system totaling EUR 3.6 million (GBP 2.6 million). The number is only slightly higher than on a typical workday.

Harcourt Education

Harcourt Education is the largest school book publisher in the United Kingdom. The company is part of the Anglo-Dutch publishing enterprise, Reed Elsevier. “In addition to the UK,” Tim Furber says, “we sell books to Australia, New Zealand and to English schools throughout the world.”

A tool for management

“We handle 60,000 invoices a year,” he explains. “When we started to automate operations, we wanted first and foremost to increase control, enhance operational efficiency and minimise errors.”

Various permissions have been set up in the system sanctioning staff to approve in-voices. Hand written signatures on invoices to give approval are no longer required and also the system rejects incorrect accounting codes. In the past, a huge amount of finance’s time was spent checking and amending these codes.

A significant new change in practice is that invoices used to be sent directly to the buyer, now they go to the purchase ledger department, with the buyer’s name identified. The invoice is scanned into the system and after that the details about its progress are available to anyone who has the appropriate access rights. 

“Above all, this is an information tool for management. We’re aware of incoming costs as soon as the invoice arrives. In addition, we’re able to supervise the use of money by individuals if need be. Since we know when the invoices have arrived, we can also chase people when it comes to approval,” Furber declares. 

“With large invoices—such as those from printing houses—we can make certain that they’re paid on time, and so benefit from fast payment discounts. The system also ar-chives the invoices so that they can be found easily. When the invoices were only on paper, they ‘disappeared’ into the manual filing system, and it was very difficult to retrieve them when needed to resolve queries.” 

Managing invoice authorisation

Harcourt began to consider increasing the effectiveness of invoice processing two and a half years ago. Tim Furber was the leader of the project.

“Although there were several workflow products and archiving solutions on the market, BasWare was the only solution which could offer all the components we wanted. In particular, authorisation of invoices was important to us, and as far as I know, no one else offered this at the time,” Furber says.

“A visit to one of the Nordic’s leading financial institutions, Okobank, who were using  BasWare to handle 1 million invoices, across businesses in Finland, convinced us of BasWare’s suitability The solution can be expanded to respond to changing requirements, and choosing an off-the-shelf product is easier than building the application ourselves.” 

Furber is grateful to BasWare’s staff for their patience and for their careful and de-tailed work. He says BasWare’s experience and project management disciplines pro-vided a substantial amount of detailed documentation about the solution and its implementation at Harcourt.

“During the process, BasWare worked closely with us. It was important for us that the project became a company one – not just finance’s. The change affected the vast majority of our personnel, since most of them are responsible, at least occasionally, for processing invoices. So, time also went into training and internal discussions.”

Looking to the future

Furber considers that the investment will pay for itself in eighteen months.    

Also, Furber says the BasWare project has not yet ended. Having already implemented the Invoice Processing System, Harcourt is evaluating the benefits of electronic requisitioning with a view to rolling out BasWare’s Purchase Management System.

“Control will then start at the beginning of the process, since the system will manage what each person is permitted to order. At the same time, management will receive in-formation on incoming costs as soon as the purchases are made,” concludes Furber.

Further Information

 Automated Invoice Processing [PDF 146KB]
 BasWare Invoice Processing [PDF 88KB]
 BasWare Invoice Capture [PDF 397KB]
 BasWare Purchase Management [PDF 1.01MB]
 BasWare SAP Integration [PDF 77KB]
 BasWare eBusiness Solutions [PDF 370KB]

Other related Products and Services

Outsourced Invoice Processing

DCS can supply a full service for the outsource handling of

• PO receipt of supplier invoices
• Receipt of eInvoices
• Scanning of paper original copies
• Full logging of each transaction
• Cheque cashing and handling service
• Data extraction of both header and line items
• Validation of data for correct values, codes, etc
• Matching to purchase orders
• Exception handling
• Routing for approval using BasWare as a managed service on DCSs remote servers
• Fully proven integration of remote data with over 75 ERP and accounts systems
• Full management reports

This outsourced service can at a later stage be migrated to the clients own facilities with a phased and managed transfer of equipment, system configuration and even staff thereby giving a low cost, low risk project startup

FileStore Document Management Solution

FileStore can automatically archive your scanned invoices thereby eliminating the need to store paper copies of documents for the legal requirement of 7 years or more. FileStore can also route invoices, applications, orders and other document related information automatically between departments for approval thereby speeding up and tightly controlling internal business workflow.

FileStore

FileStore automatically captures EDI and other electronically submitted/created information including statements, invoice runs, reports and form printed letters and then compresses and archives them within the FileStore server.

b-Wize Invoice
b-Wize Invoice allows supplier invoices to be scanned into digital form and then header and line item information to be automatically extracted and fed into any back office accounts or trading system. The system is fully compatible with SAP, Oracle, Open Accounts, SQL and most other accounts, ERP or back office databases and also integrates with FileStore to allow images to be routed for approval.

Outsource Invoice Processing

If you do not wish to implement in house systems using b-Wize or BasWare to process your invoices and/or purchase orders then DCS can handle this as a fully outsourced service using these solutions via web browsers.

This can be implemented as a long term trial or as an immediate cost saving solution in order to deliver benefits without any capital expenditure.