 "Processing our invoices with HP Digital Sender and RapScan software saves a lot of administrative time and it is also more efficient because there is less chance of invoices being lost."-- Nadine Verheyen, Finance and Administration Director, Vrije Universiteit Brussel
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Flemish university, Vrije Universiteit Brussel, receives 50,000 invoices a year. Getting these passed for payment by a large number of different budget holders in separate university departments was an administrative nightmare. Now, HP Digital Sender has been teamed with bespoke RapScan scanning and recognition software to provide an efficient, automated solution.
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Challenges
- With 9,000 students and 2,450 staff, Vrije Universiteit Brussel (VUB) is a medium sized Flemish university which offers a wide choice of education from two parkland sites in Belgium
- VUB receives some 50,000 invoices a month and every one has to be approved for payment by different professors who all hold their own budgets
- Doing this manually was time consuming and inefficient and had the added problem that invoices were being lost as they were sent around the campus
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Solution
- VUB called in financial and administrative software writers Raposa of Antwerp who wrote a special piece of scanning and recognition software called RapScan that the university now uses with an HP 9200c Digital Sender
- Invoices are scanned by the Digital Sender and after RapScan templates have recognised the different variables, they are entered temporarily into the accounting system and emailed for approval by the appropriate budget holder
- When approval is gained, temporary invoice entries are then converted into a permanent book entry
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Results
- Using HP Digital Sender with RapScan software has automated an otherwise laborious and inefficient administrative task
- Processing invoices is now quicker and takes up less staff time
- There is less likelihood of invoices being lost
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For more information on how working with HP can benefit you, please contact your local HP sales representative or reseller, or visit www.HP.com.
© 2005 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.
Publication Number: 4AA0-2786EEE Written: November 2005
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