Inpute’s Procure to Pay Solution Drives Huge Efficiencies in Clients Shared Services Centre
The company receives upwards of 4,000 invoices every month. These vary widely in both format and layout, and arrive in haphazardly from multiple locations.
Previously all the invoices were channelled into the shared services centre, then distributed out to the individual authorisers, then attempted to get them back. It was all paper, all large volume and very, very time consuming.
Different categories of invoices were tracked on different systems and spreadsheets, some of which were integrated with the accounts package, and some of which were not. The challenge came from trying to tie all that together.
Working closely with all of the stakeholders in the group, Inpute designed and implemented a centralised Procure to Pay (P2P) solution that transformed processes at the company.
Individual users are assigned account codes and order limits within the system. These specify what and how much each staff member can order. The procurement process then begins in the Inpute system when the user creates a purchase order which is issued directly to the supplier by email or printed and posted.
The combination of centralisation and the introduction of digital workflows to handle invoice authorisation has delivered huge resource savings and given the company a much tighter level of control over a vital business process.
It takes much of the risk away from financial transactions because there is an approval process behind it. Every action is logged on the system so there’s full traceability from the originator to the supplier back to the originator, and on to mangers, to finance staff. It removes the risk of financial malpractice within the organisation.