Vrije Universiteit Brussel

Administración pública, Sanidad y Educación


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	HP Digital Sender helps Belgian university automate invoice processing

"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

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.

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

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

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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© 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