Mansveld

The need

Traditionally, purchase invoices arrived at Mansveld by e-mail or post. These were processed and approved manually. The office had cabinets full of invoice folders. The paperwork and the approval process required a lot of typing: one employee was constantly busy with this. This could be done faster, better and more efficiently. Mansveld therefore started looking for a solution for digital processing of purchase invoices.

The solution

The benefits of Whitevision

Mansveld chose to implement Whitevision in phases. “First we automated the registration of service reports,” Sylvie explains. “We have some large customers who collectively report more than 300 breakdowns per week via e-mail. Whitevision reads these reports and then creates them automatically in 4PS.” The solution worked extremely well: employees at the Service Center were left with much more time to serve customers even better. “Then we also chose the purchase invoice processing solution. A few months later, we also started using Whitevision’s purchase order matching module.” Because the administration was able to get used to Whitevision in stages, the learning curve was minimal. Moreover, the implementation process went very smoothly: “Our Whitevision consultant set up the test environment extremely quickly. With ERP projects I am used to long test phases, but with Whitevision everything went so smoothly. Before we knew it, we were live!”

“Because of the well-built integration, we also see 4PS information in Whitevision,” Sylvie says. “This provides many advantages. For example, we can see directly in Whitevision whether supplier information on the invoice – such as an IBAN or VAT number – matches the data in 4PS. In the context of fraud detection, this is becoming increasingly important. Also, it is useful when matching invoices with purchase orders: you can immediately see if there are any differences. “Sylvie would advise everyone to choose an OCR solution that is well integrated with the ERP system. At Mansveld, just the integration of Whitevision with 4PS allows us to make optimal use of the solution.”

The fact that contact with Whitevision is personal is a positive point for Sylvie: “The company is growing, but they continue to think along with you. We rarely had any real error messages, so we didn’t have to call in support very often. But if maintenance is going to take place, for example, Whitevision’s support team communicates this proactively, so we are aware of it.” As for Sylvie, the future looks bright: “We definitely have a desire to continue working with Whitevision. Everything went so smoothly from day one! We did not foresee beforehand that the solution would be received so positively within our organization. The project managers and order managers are very satisfied with the way they can approve invoices using Whitevision. For the accounting department, it is very handy that you can send automatic triggers by e-mail to the approvers. And of course it is extremely convenient that Whitevision offers a self-learning system. That unburdens us even more.” Whether Sylvie would recommend Whitevision? “Definitely! If you process a large volume of purchase invoices annually, you can make a huge efficiency gain in a short time.”