BASWARE @ UWS
Peter Noble
Nov-12
Background
• 60,000 invoices each year.
• Manual entry of invoice information
• Delays between approval and processing while the
invoice is in transit
• Double handling
• Lost invoices
• Invoice retrieval is manual and onerous. Delays are
particularly long after invoices are archived
Why Basware?
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Better end user interface (critical)
Generally more user friendly
Better supported
Better reporting
Better control
More flexible
Simpler training
Cost competitive
Environment
Licenses
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Thin Client
Master
Monitor
Admin
875
14
30
3
Interfaces
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Chart of Accounts
Currencies
Purchase Orders
Suppliers
Tax Codes
Payments
Interfaces
• Created DB views for Oracle reference data in Oracle,
then mirrored by views in Basware via DB link
- Reference data immediately available in Basware
- Only current codes & valid combinations
- Can create new combinations within rules
• Chart of accounts values also controlled by Oracle GL
Security Rules
- Minimise coding errors by limiting range of values
available in Basware
- Maintained by GL Controller
Delegations
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Stand alone delegation register
Delegations by centre, project & $ value
Import into Basware custom table
Create a view for Basware use
Able to be used by other applications
Transfer to Accounting
• Invoices transferred to Oracle AP using standard
interface tables
• AP_INVOICES_INTERFACE
• AP_INVOICE_LINES_INTERFACE
• Separate process converts Basware link to an Oracle
attachment
Attachments
Able to see full basware transaction details from Oracle
using Basware Imageviewer
• Invoice Data
• Postings
• History
• Image
Image Viewer
Change Management
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Web page
Regular email updates
Wrote to suppliers advising new invoicing procedures
Training sessions
Quick guide
All new suppliers get an automated email advising
invoicing procedures.
Workflow
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Verify
Match to Purchase Order
Manually flow to Admin staff (mostly groups)
Certify
Approve
Transfer to Accounting
Certification
Certification of invoices is a requirement under the NSW Public Finance &
Audit Act & Treasurer's Directions. Any UWS Officer can certify an invoice.
You are certifying that:
1) the goods have been received in good order and condition; and/or the
services have been satisfactorily carried out, as provided for in the
contract or arrangement;
2) the rates charged are in accordance with rates agreed to at the time the
goods or services were ordered.
3) Calculations are correct
4) Full advantage is taken of discounts on offer.
Approval
Only holders of delegation (schedule A) can approve an
invoice. You must have:
1) Sufficient $ level,
and
2) Delegation over the relevant centre and project
Delegation Register: http://www.uws.edu.au/delegations_register/register
Invoices will be escalated if not actioned within 9 days
Internal Controls
• Certifier & Approver must be different people
• All invoices must be approved – irrespective of
whether they relate to a purchase order
Companies
1. UWS – everything except:
2. ITP - All invoices are matched to Purchase
Orders. Have differently configured approval
rules
3. LGL – to restrict access to legal office invocies
for confidentiality reasons.
What we love
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Visibility
Speed
Ease of use
Simple user interface
No training
Next Steps
• Voyager
• Archibus
Questions?