Auckland UniServices, WinTec discuss automated invoicing

The New Zealand educational institutions have removed the need for manual processing

Two NZ-based education providers, Auckland UniServices and Waikato Institute of Technology (WinTec), have automated their invoicing systems leading to productivity gains for finance staff.

Speaking at TechnologyOne's Evolve conference on the Gold Coast, former Auckland UniServices business operations general manager Claudia Vidal told delegates that 40 per cent of the income generated by the organisation comes from overseas.

"That means we are a community of travellers. Every month there are 1280 purchase order [PO] lines generated because of travel."

Prior to automation, a clerk was copying and pasting each PO line from an Excel spreadsheet into its finance system to create invoices.

Auckland UniServices decided to automate invoices by using TechnologyOne's ETL Financial and Supply Chain software.

"You extract the data and load it into the system. It is perfect for generating invoices," Vidal said. "We have a happier clerk because we have freed up 50 hours of her time to apply to other tasks."


WinTec finance manager Elaine Jeffries said the invoicing systems it was using three years ago were "slow and old".

She decided that there had to be a "better way" and selected TechnologyOne's Purchasing and ETL software tools to bring in data from an existing Kofax finance system.

This automation has lead to faster invoicing of WinTec's suppliers.

"About 85 per cent of our invoices are going through the system now," Jeffries said.

"We're now working with TechnologyOne on our new student management system to invoice students."

Hamish Barwick attended the Evolve conference as a guest of TechnologyOne

Follow Hamish Barwick on Twitter: @HamishBarwick Follow Computerworld Australia on Twitter: @ComputerworldAU, or take part in the Computerworld conversation on LinkedIn: Computerworld Australia

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