Purchase to Pay in Elari consists of the procurement, invoice processing, and contract management processes. Even on their own, digitizing these processes results in a drastic reduction in manual tasks and workload. But the real added value lies in the seamless integration between these three processes. This offers healthcare organization Prisma a host of benefits: employees can work more efficiently and free up time for core tasks, and this integration even takes optimization a step further.
In this success story, you’ll learn more about exactly what Prisma has achieved with Purchase to Pay in Elari. Curious about how Prisma specifically tackled invoice processing? Then be sure to read the success story about Prisma and invoice processing.
Prisma: procurement and digital invoice processing
When you’re dealing with 35,000 invoices a year and a long list of vendors, like healthcare provider Prisma, it’s easy to lose track of everything. Automating the process is then a necessity rather than a choice.
“With the right tools, you can prevent one employee from ordering from bol.com while another drives to the store themselves. This reduces your list of vendors and prevents inconsistencies,” explains André Koolwijk, former financial administration team leader at Prisma.
When you want to digitize, automate, and optimize the procurement process, you’ll often encounter some resistance, as with any change. This is especially true for the procurement process, because it involves a cultural shift.
Team leaders who are used to deciding for themselves where to place their orders are suddenly forced to adhere to stricter guidelines. All at once, there’s a greater emphasis on following the procurement policy. In addition, this is a change that affects multiple departments. Of course, there are always employees who find it difficult when things change unexpectedly. Fortunately, it’s not as bad as it seems once they start working with the new software.
“Most employees were already enthusiastic about Elari within a week, and they often even inspired their colleagues.”
André Koolwijk, Former Financial Administration Team Leader at Prisma
Saving not only time and effort, but also money
With Elari Procurement, you can focus on finding a customized solution. You’re looking for a solution that perfectly fits your organization and your needs. In that case, a particular supplier doesn’t always have to be the cheapest option. Delivery reliability and quality can outweigh a slightly higher price. Or you could choose to work exclusively with local suppliers. This aligns with corporate social responsibility, but it can also save you a lot on delivery costs.
By identifying your criteria, you can work toward an efficient, customized process. Offering a list of pre-screened suppliers is a good example of this. In addition to procurement and invoicing, Prisma also uses Elari Cards for the expenses of individual healthcare workers.
Automatic matching based on contracts
Thanks to Elari, Prisma now also uses 3-way matching: the automatic matching of invoices, purchase orders, and recorded deliveries. This is a common term in Purchase to Pay. What’s less common is that Elari also makes it very easy to automatically match recurring (contractual) obligations.
“Our energy invoices used to be very labor-intensive. However, because we’ve recorded the energy contract in Elari, the advance invoices we receive are automatically matched. That takes a lot of work off our hands. The VIF team leader is incredibly happy about this. He used to have to process 160 locations multiplied by up to 20 addresses, which comes to over 1,900 invoice lines per month. That’s now a thing of the past. He only needs to step in when there are discrepancies and carefully review the annual statement,” says André.
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