BASWARE IP
Contract Matching
Basware Monitor
AGENDA
 Contract Matching
 Pause
 Monitor
BASWARE CONTRACT MATCHING IN A
NUTSHELL
BasWare Contract Matching (CM) is an addon to BasWare Invoice Processing
Automates recurring invoice handling,
removes or minimizes routine tasks related
to recurring invoice handling
Automatically matches recurring invoices to
the payment schedule or contract budget,
copies the coding and approval to the
invoice
Includes contract document scanning,
contract approval and archive
TYPICAL ISSUES RELATED TO RECURRING
INVOICES
Reduce costs
Process efficiency
Contract creation, review and approval
Contract maintenance, renewal and
changes
Ensuring the invoicing reflects the
agreed terms of the contract
First find the contract
Then find the terms within the
contract
Different people involved
Do phones bills go to managers?
Do leasing invoices go to finance?
Which contract related invoices go to
the AP Department?
Accurate coding
First identify responsible
person/department
Connect cost center code, personnel
#, account #, etc.
Auditing
Who did what, when and where?
How is this information maintained?
Supplier Management and negotiation
Accurate information about supplier
specific spend data
Taking advantage of early payment
discount
Legislative requirements?
IFRS?
EuroSOX?
TYPES OF ORDERLESS INVOICES
SCHEDULE VS. BUDGET-BASED
Orderless invoices generally are:
Periodic; arriving quarterly, monthly, bi-monthly,
weekly, etc.
Typically with the same supplier, sum
(approximately), approver, coding, etc.
Examples of these invoices can include:
Rent
Leasing
Cleaning
Electricity
Maintenance
Security
Telecommunications
All of the above could be Schedule-based
TYPES OF ORDERLESS INVOICES CONT.
SCHEDULE VS. BUDGET-BASED
Budget-based Invoices
Budget-based invoices relate to a contract or agreement in which a total sum or ’budget’ is
specified
All invoicing is done against this total
Invoices will be automatically matched until the budget is reached or exceeded
If the budget is exceeded by an invoice, that invoice is automatically routed to the
correct person for handling
This type of invoice is typically for service and/or project related agreements such as:
Fixed or variable term consulting projects
Construction projects
Various types of project based contracting
Maintenance and service agreements
Contract related invoices typically account for around 12% of all invoices.
RECURRING INVOICE AUTOMATION
Contract
creation
Contract
approval
Transfer
for
payment
Invoice
arrival
Invoices match
with approved
payment schedule
or budget (contract)
i
Invoice
approval
a
i
= information work flow
a
= automation
Matching
Invoices do not
match with contract
(exceptions)
IP MONITOR
• Basware Invoice Processing Monitor brukes for
analyse og rapportering.
• Foruten en rekke forhåndsdefinerte rapporter,
kan flere spørringer benyttes til å hente alle
fakturarelaterte data i systemet
LISENSER OG BRUKER RETTIGHETER
•
For å kunne bruke Monitor-programmet, må du
ha de nødvendige Monitor lisens. I tillegg må
du ha brukerrettighetene for rapportering, dette
styres av hvilke grupper selskaper du har
tilgang til.
BASWARE IP MONITOR
•
To hovedvinduer for søking etter fakturaer:
-
Fakturasøk
•
-
Kontosammendrag
•
•
Søk bare på faktura hode nivå
- Selskap, leverandør, dato, beløp, fakturanummer, bilagsnummer, fakturastatus
Søk også basert på konterings/kostnadsinformasjon
- Konto, avdeling, kostnadssted
Tre tilleggsvinduer
-
Likviditetsstyring
•
-
Spørringer
•
-
Hva ligger til forfall pr valuta for hver dag framover
Egendefinerte SQL-rapporter
Hurtigrapporter
MONITOR - FAKTURASØK
KONTOSAMMENDRAG
LIKVIDITETSSTYRING
LIKVIDITETSSTYRING
•
•
•
Du kan søke for faktura etter hvilken status de har,
forfallsdato eller kontantforfallsdato. Resultatet vises I en
liste.
Dersom kontantforfallsdato benyttes I din løsning, har du
følgende optioner for stauts;
Ubetalte faktura
Betalte faktura
Alle faktura
Dersom kontantforfallsdato ikke benyttes i din løsning har
du følgende valg for status:
Ikke overførte faktura
Overførte faktura
Alle faktura
SPØRRINGER
Under denne meny kan du velge tilpassete rapporter.
Kunde tilpassete rapporter er opprettet og lagret I
Admin . Avhengig av hvordan rapport er laget kan du
velge søke kriteria når du skal kjøre den aktuelle
rappporten
SPØRRINGER
HURTIGRAPPORTER– TOPP 10
LEVERANDØRER
HURTIGRAPPORTER– TOPP 10
LEVERANDØRER
• Topp 10 Leverandør rapporten inkluder faktura for
leverandører som har sent høyest antall faktura
eller som som har sent faktura som representerer
høyest faktura sum. Kanselerte faktura er ikke
inkludert I rapporten.
HURTIGRAPPORT– FAKTURA MATCHING
QUICK REPORTS – INVOICE ORIGIN
THANK YOU
ELISABET LOFTHUS
www.basware.com
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