Through Proactis Marketplace, the University was also able to streamline and consolidate its supplier base. This not only resulted in improved efficiency but also savings such as membership fees and postage. Phil estimates that the University saved over £8,000 in delivery savings through Amazon Business punchout.
“Overall, we have been able to streamline our purchasing and invoicing processes. Purchase order invoices can now be scanned with the information extracted and automatically validated. This vastly improves our invoicing process and provides the visibility and control we need for financial planning,” continued Carol.
A dedicated, web-based query resolution process was deployed so that the University can rapidly resolve any invoice non-conformance issues such as missing or incorrect supplier information. This gives a clear picture of the reasons and sources of any invoice exceptions.
"The audit record provided by Proactis is also extremely beneficial. If a query is raised about why an invoice isn’t on the system, we now have clear visibility and email trail,” added Carol. “We can safely respond with details of when an email was sent. Additionally, we have been able to improve our service to suppliers. If we haven’t paid an invoice, we are able to identify immediately where in the process it is and can inform the supplier accordingly.”
“Probably the most relevant benefit, however, is that the University can access everything, in the same place, from anywhere,” concluded Phil. “The Proactis solutions have been hugely helpful during Covid. We actually implemented the project during lockdown, when we were working remotely. There were occasions where invoices were literally sitting in people’s in-trays. We now have full confidence that our invoicing processes and payment to suppliers are robust. Through working in partnership with Proactis, we were able to deliver this project for the university, despite the Covid situation, on time and within budget."