Document Actions
ORCO Invoicing WORKFLOW
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| Site | ORCO Invoicing WORKFLOW |
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| Industry | Real Estate |
| Location | Luxembourg |
| Provided by | NEXTUP |
| Contact | Bedrich Krejci |
NEXTUP has delivered a Zope/Plone-based solution for invoicing control & workflow to Orco Property Group.
Customer
Orco Property Group is a leading investor, developer and asset manager in the Central European real estate and hospitality market, currently managing assets of 2.5 billion Euros.
Business needs
ORCO’s procedure for approving and paying invoices was labor intensive and lacked automation. Their manual approval process often resulted in delays in receiving invoices, wasted time tracking down paper-based invoices and inefficiency in trying to decipher handwritten approval signatures.
Recognizing that the front-end processes were not up to industry best practice standards, ORCO sought out improved technology to better streamline their process.
Solution
Plone CMS has been selected as a framework to build the workflow oriented application.
Incomming invoices are digitalized through scanning hardware or directly imported into the application if exists in electronical version. In the whole process there are defined several roles where every one is responsible for own part of the workflow process.
Operators extracts new invoices metadata using invoice metadata form and invoice image preview included in the form. Then Keepers review the metadata extraction and selects which department is responsible for the invoice.
Department assistants extracts individual invoice items again using specialized web forms or import methods where new invoice items are automaticly assigned to responsible Budget managers depending on externale data (External ERP) and predefined rules.
After department assistant finishes invoice items filling the invoice is going through up to 4 reviewing rounds where different roles based on settings (invoice price, invoice subject etc.) are reviewing individual invoice items, group of items (clusters) or finally the whole invoice.
When invoice reviewing process is finished Accountants comes up to process invoices in external ERP, pay accepted invoices etc. Application is automaticlly notified about invoice status in external IRP and updates the status in itself.
Every user with authorized access to the application based on external Active Directory service has it's own start page of the application which lists invoices currently awaiting action of the user. Additionaly user can search and check other invoices which where processed (at any level) by himself.
To notify user that there are some new invoices awaiting his action application sends awaiting invoices reports to all application users (if they have some invoices in the quenue) in periodical intervals.
Result
The solution developed by NEXTUP is helping ORCO improving:
- Productivity of accounts payable teams.
- Eliminate "lost" and duplicate invoices.
- Reduce invoice approval cycle and reconciliation.
- Provide fast and easy access to invoice documents from any location
- Regain control of cash flow.
- Improve the visibility of all documents and processes allowing to better manage the entire system.