Bibliotheken
The 4 Foundations are enthusiastic, contemporary Libraries with a big social heart. They are a marketplace for knowledge and inspiration. The Foundations are committed to the development of all inhabitants in the 4 municipalities. Not only by exchanging books and knowledge, but also by meeting and inspiring citizens and organizations. The Libraries believe that knowledge and information should be accessible to everyone.
The need
Deventer Library was using a scan and recognize solution that did not link optimally with ERP system AFAS. Everything worked in only one direction, which meant that the solution did not offer the possibilities that the Foundation wanted. The result: the scan and recognize system did not provide an efficient way of working. Therefore, in 2019, the Foundation started looking for a new solution as of Jan. 1, 2020. One year later, as of January 1, 2021, the other 3 Foundations also switched to this solution.
The solution
A demo of Whitevision aroused the enthusiasm of Library Deventer. The controller left the final choice to the administrator, because in daily practice he works the most with the scan and recognize solution. He saw clear advantages: Whitevision links seamlessly with AFAS, sorts and processes incoming invoices using the handy SMART E-mail handler, and offers smart, self-learning scanning and recognition software for digital purchase invoice processing. In short, the solution supports an efficient way of working – which is why Library Deventer decided to work with it.
The benefits of Whitevision
- Greater efficiency and time savings.
- Accurate administration and less susceptibility to error because no more input work is required.
- Very smooth implementation process due to good guidance from Whitevision consultant.
- Seamless interfacing with AFAS.
- Whitevision provides good support and keeps its promises
“I am enormously satisfied with Whitevision,” says Peter Ribberink, controller at the 4 Library Foundations. What the solution has provided the organization, he is happy to specify: “Efficiency, time savings, two happy administrators and one happy controller. After all, we both benefit from efficient, accurate administration. And that is what our use of WhiteVision has resulted in. You work faster with the solution and at the same time you make fewer mistakes. The program remembers the settings, so there is no input work involved. That really makes a difference.”
According to Peter, the implementation process went very smoothly. He has nothing but good things to say about this, “Our Whitevision consultant handled this excellently. Our four Libraries each have their own administration, but ultimately the administrations are identical to each other.
Our Whitevision consultant listened carefully to my explanations, set up the solution as desired and trained our administrators in such a way that they quickly mastered everything.” The fact that the 2 administrators, Lidwien Jansen and Anja Striekwold, now go through the processing process much more smoothly and easily is something Peter ultimately sees reflected in AFAS. Incidentally, the link with the ERP system really turns out to be as seamless in practice as hoped. “I am the last one to see the invoice before it is paid. This means that I see all invoices in AFAS. I notice that 99% are processed correctly at once: I can see that the administrators have gone through the entire scanning and recognition process, which has resulted in a clear picture of the invoice. This is automatically stored in a digital archive. Very convenient!”
The cooperation between the 4 Library Foundations and Whitevision is running smoothly. “I understand from our libraries’ administrators that Whitevision helps them well and quickly when they ask a question,” says Peter. “But we don’t contact the support desk very often. That’s a good sign, of course. And áf we once have a question, the problem is usually caused by the sender of the invoice – not by the system.”
What Peter also finds positive is that Whitevision is a reliable company: “It does what it promises. An example: we decided fairly late on that we wanted to start working with the same solution as the Deventer Library at the other three foundations by January 1, 2021, and Whitevision indicated that this was possible. When a supplier makes such a commitment, things often go wrong during the implementation process. But with Whitevision, everything went as discussed.”
A unique aspect of Whitevision is that it offers smart OCR software. Peter: “There are several scanning and recognition solutions on the market, but Whitevision offers a self-learning system. This allows you to do administration much faster and more efficiently. That’s what I find special about the solution.” Peter is happy to express his enthusiasm about Whitevision, by the way: “I recommended the solution to a fellow library, which has now gone through the implementation process. If I am satisfied with a solution, I am happy to promote it. After all, that’s how I can help others.” Peter is therefore convinced that his organization will continue to work with Whitevision: “We are very happy with the combination of Whitevision and AFAS, so we have no intention of parting with these good systems!”
