ghent university eozen sap - invoice management
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7/29/2019 Ghent University EOZEN SAP - Invoice Management
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sAp Cur succ srSAP Invoice Management
Industry: public services
SAP Invoice Management pays offfor Ghent University
pRofile
Founded in 1817, Ghent University is a
relatively young university. After decades of
uninterrupted growth, it is one of the lead-
ing institutions of higher education and
research in the Low Countries, with 32,000
students and 7,100 staff members. Ghent
University markets itself as an active
partner in national and international educa-
tional, scientific and industrial cooperation.
ReQUiRements
Centralization of invoice handling Efficient and transparent invoice man-
agement
solUtion
SAP Invoice Management by OpenText,
combined with the OpenText Invoice Cap-
ture Center (VIM 5.2, support pack 6)
ReQUiRements
Streamlined invoice processing
Time and cost-effectiveness
Qualitative inputting of invoice data
Quick Facts
Bills, bills, bills: Ghent University (UGent) processes some130,000 invoices per year. They come from a wide range of
suppliers, in a multitude of sectors. It speaks for itself that this
highly critical process needs to be managed most carefully.
AP Invoice Management by OpenText enables end-to-end
automation of all UGents invoice processing. The result:
surprisingly smooth and accurate invoicing processes.
It is absolutely vital that all our invoices are
correctly processed at period-end, explained
Geert Van de Gucht, Financial Director at
UGent. If we fall short of this target, the
auditor cannot validate UGents annual
statement. However, with about 700 people
processing vendor invoices, dispersed over a
multitude of faculty departments, there was no
way to verify whether the process was
managed correctly. On top of that, we could do
better in terms of efficiency and speediness
too, Van de Gucht admitted.
UGent therefore decided to fully centralize and
automate its invoice processing. The new way
of working was to be supported by a reliable
and highly efficient software suite.
A swift implementAtion
UGent already had good experiences with SAP:
it relied on SAP ECC 6.0, among other solutions.
For this particular invoice processing challenge
too, it found that SAP offered the most powerful
solution.
EoZen implemented SAP Invoice Management
by OpenText, combined with the OpenText ICC
(Invoice Capture Center) solution. We were
impressed by the swift implementation: after
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7/29/2019 Ghent University EOZEN SAP - Invoice Management
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high operational visibility. The Integrated
Invoice Cockpit offers a clear overview on the
status of all invoices in the workflow peopleinvolved, input given, etc. , thus enabling a
sound follow-up. We can swiftly take action
whenever needed.
we ARe All sAp nAtives
Moreover, theres nothing but praises on the
user side as well. Van de Gucht: SAP Invoice
Management by OpenText allows a native way
of working. The workflow guides the end-user
to the right screens and allows him to take the
right actions. It is no wonder then that our users
have accepted the new solution very fast. Plus:
they needed very little training and were able to
handle the solution almost immediately.
And there is more to come. In the short to
mid-term, the solution will allow UGent to start
processing e-invoices. In that way, the invoicing
process will be further streamlined.
Boost effiCienCy And RedUCe Costs
Van de Gucht explained how the new systemhas greatly streamlined invoicing operations:
The built-in workflow features have enhanced
communication and collaboration possibilities.
Our dedicated team of Accounts Payable (AP)
experts can now work in a highly process-
oriented and efficient way - from scanning to
posting the document in FI.
Moreover, the 700 other staff that helped in
invoice processing are now only involved on an
ad-hoc basis. They can use their time more
efficiently. As Van de Gucht emphasized, this has
yielded substantial cost savings in next to no
time.
I feel that our AP team works very critically and
accurately, Van de Gucht added. The possibil-
ity to easily forward questions and approval
requests via the workflow improves the quality
of the postings in FI. Employees also feel
empowered and more responsible for their
work, as the VIM analytics tool allows of a very
the validation of the blueprint, the solution was
up and running in barely four months, explained
Van de Gucht. The key to that success? As allour invoicing processes were tightly specified in
the blueprint, EoZen only needed to make mini-
mal modifications after unit testing. After go live
too, some minimal fine-tuning proved sufficient.
leAve it to the teAm
So how are incoming invoices handled today at
UGent? A central Accounts Payable Service
processes all of them. First, a team of
dedicated specialists scans paper invoices
using the OpenText ICC solution. ICC relies on
optical character recognition (OCR) to extract
invoice data, and virtually eliminates human
intervention at the invoice capture stage. A
built-in workflow then automates the handling
process. This allows the document processors
to refer to the appropriate UGent employees
when their input or approval is needed. In the
end, the invoice is posted in SAP FI (Financial
Accounting).
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.a.c/bux/caca
SAP Invoice Management offers a clear overview on
the status of all invoices in the workflow. This allows us
to swiftly take action whenever needed.Geert Van de Gucht, Financial Director, UGent
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