Jacobus Fruytier scholengemeenschap

The need

To handle its financial administration, the Jacobus Fruytier comprehensive school used several packages side by side. This worked less efficiently. When the educational institution decided to switch to the AFAS ERP package, it was time to streamline things. The scan and recognize solution that the school community was using at the time did not connect well with AFAS: it was not easy to export invoices to the new ERP system. This is why Jacobus Fruytier decided to look for a scan and recognize solution that would interface well with AFAS.

The solution

A demo of Whitevision sparked the enthusiasm of Jacobus Fruytier comprehensive school. The educational institution was convinced that this scanning and recognition solution would communicate best with AFAS. Exporting data proved unnecessary because Whitevision and AFAS fit seamlessly together. In addition, cost considerations played an important role: switching to Whitevision would make purchase invoice processing a lot cheaper than continuing to work with the previous scan and recognize software.

The benefits of Whitevision

1. Smooth, fluent purchase invoice processing due to high recognition and self-learning capability of the system.
2. User-friendly solution that saves time and efficiency.
3. Excellent interfacing with AFAS.
4. Smooth implementation and trouble-free commissioning.
5. Solution-oriented support team that responds quickly and well to inquiries.

“The biggest advantage of Whitevision is the very good recognition,” says André de Weerd, senior employee in the financial administration department of the Jacobus Fruytier comprehensive school. Now that he has been working with Whitevision’s solution for more than six months, he can compare it well with the scanning and recognition software that the comprehensive school previously used: “We have really noticed that invoice data, such as amounts, are better recognized. In addition, Whitevision’s training function is unique. If once the system does not recognize something immediately, you can very easily select a field on the invoice and indicate what it should have recognized. That way, the software does know what to do next time. So the system has a self-learning capability. That’s very handy!”

Processing purchase invoices runs very smoothly and smoothly with Whitevision, André explains the process clearly: “Whitevision created a structure for us in the accounts payable mailbox, so that incoming invoices are basically read automatically. Only mails that are not immediately recognized as invoices end up in a separate folder called ‘Attention Required’. If there are any invoices among them, we simply scan them in with the Whitevision ScanClient. By the way, we do the latter even with invoices that still come in on paper. “Once the invoice is in Whitevision, the OCR software goes to work. Things like the creditor, invoice number, invoice date and posting date the system almost always recognizes. Sometimes we have to enter a description ourselves, but the system can be trained on that too. As a rule, training requires little or no typing, because you can simply click on the relevant fields. If everything is filled in, you have to check the fields, of course. But that goes very quickly. With Whitevision, an invoice is processed in no time.”

What Whitevision has mainly brought to the Jacobus Fruytier comprehensive school? “Time savings and efficiency,” says André. “It is very easy to work with WhiteVision: the system can really be called user-friendly. And the link with AFAS is excellent. Actually, everything meets our expectations.” In fact, he has had this feeling from the beginning: “The implementation went very smoothly already. On day one, our Whitevision consultant installed everything and on day two we ran some tests together. That all went very smoothly and well. As a result, we had no problems at all with the commissioning.”

André is not only happy with Whitevision’s solution, but also with the support. “We don’t often need support, but when we do have a question, Whitevision’s support team responds very well and quickly. Whitevision is solution-oriented and keeps you informed of what is happening. It never happens that you ask a question and get no response.” In short, André finds Whitevision efficient, user-friendly and customer-friendly. “I can’t really name any shortcomings.” André therefore expects the Jacobus Fruytier comprehensive school to continue working with Whitevision. “And I would absolutely recommend the solution,” he adds. “Without any limitations or reservations. We are simply very satisfied with Whitevision!”