Ambu

Execution of supplier invoice in 15 min.

Before Ambu implemented Invoice Workflow from Evenex, executing a supplier invoice could take several weeks. With Evenex digital invoice management solution, it is now executed in 15 minutes. The entire process is now completely digital and is a very good example of Ambu's ambitions to streamline workflows and thereby create possible conditions for global growth.

Jacob S. Hyrdum, Vice President for Business Systems in the worldwide but Danish-based medical company Ambu A/S, is responsible for implementing and investing in Ambu's new IT business systems. His job is to ensure Ambu's global strategy for streamlining the company IT infrastructure. With a digital invoice management solution from Evenex, the first success is already a reality.

The task is to create overview and thereby a better basis for management decisions in the effort to operationalize the company strategy, called ”GPS FOUR.” ”G” for global, ”P” for positioning, ”S” for system and ”FOUR” for four years. Among other things, Ambu wants to focus on increased growth through investments in new global IT systems that can optimize a number of procedures.
No matter where Jacob S. Hyrdum is in the world, he can now approve the invoices he is financially responsible for.

Finance function advantages

All supplier invoices are now received electronically in the finance function. At Ambu the system is configured with the option of both forwarding the invoice to the person responsible for the purchased service and the person approving the amount. The complete integration with the ERP system has also resulted in an improved financial management and a more ”up to date” access to information.

”Earlier we related to the payment terms on the invoice and not what we had agreed with the supplier. With invoice management we ensure a better Cash Flow because the solution is integrated with our ERP system and it ensures the application of the payment agreement with the supplier,” says Jacob S. Hyrdum.
As indicated by the name "Invoice Workflow," the solution provides a full overview of the procedures, and the "invoice manager" (typically an accountant) can always see all actions in the system archive. This creates both internal reliability in Ambu and ensures the information to be documented by a listed company is present in the company.

Thereby the finance function saves time due to fewer internal procedures making the process from invoice reception to invoice entry very short and often within a few hours. Furthermore the error rate is close to zero. Invoices no longer disappear and the department now use no resources on e.g. double entries.
100 percent digital and automated

The solution is 100 percent digital. It means that all invoices are received electronically and scanning of printed invoices, entry mistakes and IT integration problems are no longer a part of Jacob S. Hyrdum's daily work.
On the contrary he now experience that Ambu's SaaS (Software as a Service) based invoice management solution has minimized hour consumption in all parts of the invoice process – from supplier to payment. In Ambu's finance function, you considerably less time is now spent on handling supplier invoices. As a result, process owners now have more time for the business-oriented tasks.

We chose Evenex as our electronic invoice management supplier for various reasons. Our main reason was that right from the start, Evenex was the only supplier to deliver a 100 percent digital solution. Now we have no printed invoices and are free of the associated administrative problems.”
The solution has eliminated the need for pre-registration of invoices in the ERP system, and when approved in Invoice Workflow, the invoice is transferred, entered and paid automatically in the ERP system. The system enables reminding of the employee, if approval (or rejection) is overdue.

Integration with the suppliers

”In connection with Evenex implementing the solution, we wrote to all our suppliers about how easily they could become part of the new process and themselves benefit from an easier and faster way of sending of electronic invoices instead of the usual printed invoices.”
With the responsibility of implementing and investing in Ambu's new IT systems, Jacob S. Hyrdum may travel the world and with a clear conscience tell about the first success with invoice management. In the future his overall job is to streamline more business processes via IT in support of the ”GPS FOUR” strategy.
 

2010-06-11