8 June 2020

Nedinsco focuses on automatic invoice processing with Easy Invoice

Nedinsco is a Dutch company founded in 1921, located in Venlo. They develop solutions in the field of Optomechatronic Systems for industry, defense and aerospace. As a high-tech organization focused on innovative and future-oriented solutions, Nedinsco felt the need to prepare the finance department for the future as well.

Nedinsco has been working with the ERP package Infor Visual since 2003. This package is delivered  and supported the Netherlands by Infor gold channel partner Quartess. At Nedinsco, the need arose to automate the processing of purchase invoices. As a partner of purchase to pay specialist Easy Systems, Quartess was able to meet this need by offering the invoice processing software Easy Invoice.

The challenge

In the old situation, all purchase invoices were posted in Infor Visual and stored in binders in order of supplier. A distinction was made between unpaid and paid. In Infor Visual, the invoices were matched with the corresponding purchase order (PO) for price and goods receipt.

Sandra Verheijen - Jonkers, controller at Nedinsco says: “If the 3-way match was ok then there was not much going on and the invoice went into the 'To be paid' folder. However, if there was no PO, or there was a discrepancy in the price, then a paper copy of the invoice went into the organization. This was also the case with authorization at invoice level. A fairly cumbersome and time-consuming process. ”

The Solution

In the search for a solution to automate invoice processing, Quartess announced that they had entered into a partnership with Easy Systems. Easy Systems is a purchase to pay specialist that offers a software solution with Easy Invoice for the automated processing of purchase invoices. Sandra Verheijen - Jonkers continues: “Let this be exactly what Nedinsco was looking for. After a successful demonstration, we were fairly quickly convinced that this would be a great solution for Nedinsco. The search for another party was then discontinued. Partly because every other party would have to develop special software to be able to realize a link between the two packages. Quartess itself took responsibility for realizing the link between Easy Invoice and our Infor Visual database. In addition, the pricing was also satisfactory, so the choice was made for Easy Invoice.”

The Implementation

After the choice for the combination Infor Visual and Easy Invoice had been made, the implementation process started, followed by testing. Sandra Verheijen - Jonkers: “Since Nedinsco was the first Easy Systems customer to use an Oracle Database, this phase took longer than usual. The connector was ultimately realized by means of APIs, which resulted in a stable and standard interface that works version independently. "

The Advantages

Nedinsco went live in April 2019 and the invoices are now processed automatically. “We can look back after this first year with complete satisfaction. Invoices are processed completely digitally. Employees who need to authorize see a full history of the actions, notes can be made that are also accessible to everyone and the invoices are transparent at all times. The status of invoices is also clear, so no more searching for where which invoice is located. In short, we are very satisfied. Of course some issues emerged after going live, but these have also been resolved to our satisfaction.