HEALTHCARE & GOVERNMENT
National Cancer Institute
Sector: Healthcare, Government
Technologies: DMS, BPM, Digital Signature
Automating Accounts Payable with Enterprise Content Management and BPM
The National Cancer Institute is a Scientific Institute for Research, Hospitalization and Healthcare. It is an institution of national prestige with autonomy and legal entity, which, according to standards of excellence, pursues research objectives, mainly clinical and translational, in the biomedical field and the organization and management of health services and hospitalization and treatment of high specialty.
Italian national health service authorities are required to pay their invoices within 60 days from the date of their receipt. Government regulations also requires a set of checks and verifications to take please in order authorize suppliers’ payment.
Compliance with these regulations and deadlines is a crucial factor for the proper functioning of the national economy and is part of compliance with the European directives on the payment of trade debts.
The Institute Accounts Payable department maintains all associated paperwork with any purchase including contracts, purchase orders, invoices, and tax and social security checks.
With hundreds of vendors and thousands of invoices to process each month, the Institute goal was to speed up payment process and at the same time meet all Government regulations using automation, business process, task, and document management.
The Institute decided to adopt SPITrust Coopera© platform for automation of their payment authorization flows, settlements, and invoicing processes that comply to both industry regulations and government legislation.
RNTrust brought together a solution that bundled several applications and features on the SPITrust Coopera© platform:
The fully automated solution, which spans multiple geographies, is integrated with the back-end ERP system, SAP for Healthcare, for automatic three way matching between Invoice, PO, RC and contracts. The solution enables automatic verification of invoices and all related documents, automatic generation of payment cases with structured folders and aggregated documents, and integration with backend ERP services for final calculation of settlement amounts.
Approximately 2.000 electronic invoices are received every month and processed automatically, placed in the right document library, and added to the specific supplier payment case folder.
Department and employee tasks are automatically assigned to each team or responsible within the payment authorization and verification process, based on the site location where the goods or services were received (information that is captured from the invoice).
The Accounts Payable employee can pull up the invoice and match it to any other existing information (such as orders or contract terms) and then reconcile whether it is payable. Once the invoice is approved the BPM engine will submit a digital sign task to the Accounts Payable Responsible to authorize and signal the approval to the ERP system.
With this clear-cut process and an ability to track at what stages invoices are, reconciliation is faster and more accurate than ever before.
Using business process management, task management and advanced document management tools features leads to automate, manage, and track operations progress and speed up the overall payment process, reducing management costs.
Centralized processing of vendor payments eliminated payment delays and cash flow problems has led to vendors satisfaction, and the company establishing lasting relationships with them. Improved transaction accuracy, productivity gains, and better tracking of transactions are some other major benefits accrued.