A big challenge from the management team at Magnox was to reduce the cost of the AP function by moving it in-house, and to improve payment terms.
“Payment terms are currently at about 95%, which has improved markedly. We now rely on three people plus an AP supervisor, which is a full payables function for us, covering AP and business expenses. Because of Proactis, we haven’t needed to add any extra people to the team. Some staff have been reassigned, which has led to a saving of about 60% on the cost that we had before.“
Invoices that used to be hard to manage now seamlessly go to the managed service hub in Telford, via hard copy and email. Invoices are scanned and, if all the required information is there – the supplier information, the PO and the invoice – they drop straight through from the Proactis solution to Unit4 through a secure file transfer protocol. Once it finds the goods receipt in there, the invoice automatically gets paid.
Carl adds: “The Proactis service means we no longer need to handle incoming invoices, irrespective of how they are sent, or the manual entry of information. This frees up staff to focus on more value-add activities and the web-based query capability drives further efficiencies for us. The ability to view it from our existing Unit4 system ensures we have instant access to each invoice as we need it and we have welcomed the knowledge and expertise from Proactis, especially as a strategic partner of Unit4. For us it’s a really seamless operation.”
The control that comes with automatically capturing, scanning and importing invoices improves the resolution of non-compliant invoices and drives transparency throughout the process, and significantly reduces wasted time and money previously spent on discrepancies.
“This really has been a transformational project for us. Thankfully the project team from Proactis have been absolutely brilliant; really supportive. We had to recruit and train people from scratch not only on the Unit4 software but also Proactis, but they held our hand all the way through the process. It went without a hitch.”