BASWARE @ UWS Peter Noble

1. BASWARE @ UWSPeter Noble Nov-12

2. 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

3. Why Basware? • Better end user interface (critical) • Generally more user friendly • Better supported • Better reporting • Better control • More flexible • Simpler training • Cost competitive

5. Environment

6. Licenses • Thin Client 875 • Master 14 • Monitor 30 • Admin 3

7. Interfaces • Chart of Accounts • Currencies • Purchase Orders • Suppliers • Tax Codes • Payments

8. 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

9. Delegations • 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

10. 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

11. Attachments • Able to see full basware transaction details from Oracle using Basware Imageviewer • Invoice Data • Postings • History • Image

12. Image Viewer

14. Change Management • 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.

15. Workflow • Verify • Match to Purchase Order • Manually flow to Admin staff (mostly groups) • Certify • Approve • Transfer to Accounting

16. 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.

17. Approval • Only holders of delegation (schedule A) can approve an invoice. You must have: • Sufficient $ level, • and • 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

18. Internal Controls • Certifier & Approver must be different people • All invoices must be approved – irrespective of whether they relate to a purchase order

19. Companies • UWS – everything except: • ITP- All invoices are matched to Purchase Orders. Have differently configured approval rules • LGL – to restrict access to legal office invocies for confidentiality reasons.

20. What we love • Visibility • Speed • Ease of use • Simple user interface • No training

21. Next Steps • Voyager • Archibus

22. Questions?