In-Lite Design BV
In-Lite is a trade organisation specialised in luxury outdoor lighting. This does not just mean that they sell nice outdoor lamps, they offer special, custom and innovative lighting applications. In the meantime, deliveries are made to seventeen countries.
The financial department received a large number of purchase invoices. As a result, a lot of time was spent processing these invoices. Controller Coen Buschman explains why In-Lite chose ImageCapture and how the implementation process went:
Our invoices followed a rather old-fashioned process. First, the invoices were printed, entered, and stamped. They then went through an authorisation round in the organisation and ended up in the ‘invoices to be paid’ folder. Once a week, the invoices to be paid were physically collected and a payment batch was created. After payment, the invoices were stored in other files in alphabetical order. This was not only very labour-intensive as someone was working on this full time, this also caused a lot of frustration. It simply took too much time to process the invoices. Now this process is automated using ImageCapture and, after approval, the invoice is transferred to SAP immediately.
ABOUT THE IMPLEMENTATION, CONDUCTED BY SENIOR CONSULTANT WALTER PRINS, HE SAYS:
The implementation went very smoothly. Our starting point for the implementation was to stick as closely as possible to the standard configuration, which worked out well. Walter is a capable consultant who understood our intentions. He guided us in how to approach the project and how to arrange things in ImageCapture ourselves. ScanSys first set up the system and the interfaces and determined the rights of the users. We received some training and refined the system here and there with a few templates. The users actually got on with it very quickly!
OF COURSE, AS WITH ANY BUSINESS AUTOMATION SYSTEM, THERE WERE ALSO CHALLENGES DURING THIS PROCESS:
The biggest challenge of the implementation was actually the soft side: The acceptance of it by the employees within the organisation. In the end the system was quickly embraced. I must say that it went very smoothly. The use of ImageCapture did not only make it possible, but necessary for everything concerning budget responsibilities to be properly and clearly regulated. As a controller, I had been wishing for this to happen for quite some time, but I just was not sure how to go about it. Now it is well organised. It was also very nice that our management set a good example by using the new approval workflow-tool.
WHAT HAS WORKING WITH IMAGECAPTURE YIELDED SO FAR?
Using ImageCapture has not only relieved the pressure of work in financial administration, it has also helped us as a company to deal with information more efficiently and professionally. There were still quite a few spreadsheets within our company, which employees used to make in order to get a grip on their budget responsibilities. Now everyone can easily and quickly find the official documents and information and these spreadsheets are no longer necessary.
And we are not even using all the features within ImageCapture… Yet. For example, we didn’t yet know about the delegation options for approving invoices when you’re on holiday. We haven’t even discovered ImageCapture’s true potential.