During our 25 years in the Procure-to-Pay profession, we’ve seen many ways of working come and go. A constant in that has always been Microsoft Excel. Even now there are many organization, perhaps every organization, that use Excel for administrative tasks. And why not? Excel is accessible and almost everyone has some basic knowledge of the software.
Because Excel is a very useful application that is widely used, WorkFlowWise GO-Spend offers the possibility to import Excel or CSV files and have them automatically put in an order.
Based on a script, a complete order is created in the system, from line items and quantities to VAT numbers and delivery address. The user does not have to do anything, but has the possibility to make adjustments if the content of the order has been changed at the last moment. The order is then sent to the supplier.
Because this is done via GO-Spend, every little detail pertaining to the order is accurately maintained and stored in the digital archive. The data is therefore securely stored and traceable in the case of, for example, an audit.
Once the order is delivered, it is a matter of registering the products as "received". The system recognizes the associated order and, if the delivered goods are an exact match, the delivery invoice can be approved automatically and forwarded to the payment list.
There are a number of reason for working like this:
- Automatic import and layout of order per supplier and delivery location;
- Digital archive that is searchable and location-independent thanks to the cloud;
- Invoice matching is done automatically: If the invoice matches the order and receipt, the invoice is approved without human intervention necessary.
It is important to understand that the organization can continue to work as it always has, but more efficient through automation and safer through digitization. It is a minimization of repetitive tasks, freeing time for more value-added things. It is the convenience of Excel combined with the structured process within GO-Spend.