Custmer dcument Custmer best practices Recmmendatins fr new Basware transactin services custmers Basware Crpratin Cpyright Basware Crpratin All rights reserved
1 (11) 1 Intrductin Our best advice This dcument cntains the best pieces f advice we can give t yu as ur custmer, based n ur experiences frm past delivery prjects. We distribute it t every custmer at the beginning f the delivery prject. Why we send yu this Yu have purchased a slutin frm Basware and yu want the investment t generate results as fast as pssible. Our slutins help yu save mney each day that they are used. This is why the sner yu get the slutin int use, the sner yu start earning the savings. By fllwing the best practices listed belw, yu will have an pprtunity t enjy the benefits sner than yu think. Skip the parts yu dn t need! This dcument may cntain sectins fr slutins that yu have nt purchased. These sectins can naturally be ignred. Please have a lk at the general recmmendatins fr all custmers n page 3 and then cntinue t the slutin yu ve purchased! Receiving e-invice Sending e-invice Scan and Capture Basware Prtal fr Suppliers Printing Service e-orders Disclaimer: These best practices d nt guarantee a 100% waterprf high-speed delivery, they nly increase its prbability. There may be varius ther factrs slwing dwn the delivery prject that are nt always knwn at the start f the prject.
2 (11) 2 Getting started At Basware, all custmer implementatins are treated as a separate prject, with the aim f getting the prduct(s) yu have rdered in prductin as sn as pssible. Belw is a general verview f hw ur implementatin prjects wrk; bear in mind that this may differ based n yur prduct(s) and requirements.
3 (11) 3 General recmmendatins fr all custmers Enable a quick implementatin f the slutin, and enjy the benefits and cst savings sner. The faster the slutin is delivered, the faster the payback time fr yur investment Read the SOW (Statement Of Wrk) as early as pssible, and prepare accrdingly. The SOW describes hw the slutin yu have purchased is ging t be delivered t yu. It als lists yur respnsibilities and rles. By reading the SOW dcument up frnt and making the needed preparatins befre the prject starts, yu will save valuable time. Appint ne persn t crdinate activities n yur side. By having ne persn cmmitted as the primary cntact persn fr the Basware prject team, yu will facilitate the daily cmmunicatin and increase prject efficiency. Fr a quick implementatin, this persn will als need the mandate t request supprt and assistance frm his/her clleagues, withut significant delays. Start simple, add cmplexity later. If yu are taking yur first steps with the Basware Transactin service, we recmmend that yu start with a slutin that cvers yur basic needs. Once this slutin has been delivered, yu can add mre cmplex requirements and add-n services. This way, yu will quickly get a prf f cncept, and the return n yur investment will nt have t wait fr the mre advanced and time-cnsuming implementatins. Prepare fr the initial planning meeting and have all yur questins and wishes ready. If yu have a meeting bked with the Basware prject team t plan the prject, please prepare any questins and cncerns yu may have and present them t the Basware prject manager. Any requirements r wishes nt mentined in this meeting will be mre difficult and time-cnsuming t include int the prject scpe later. Invlve all needed internal functins at the beginning t clarify details and secure their cmmitment. Smetimes the delivery prject can get stuck n minr details r misunderstandings between different functins in the custmer s rganizatin. Therefre we wuld advise yu t cntact yur clleagues already befre the prject starts, r at the latest immediately after yur first meeting with the Basware prject manager.
4 (11) Have yu purchased several services frm us? Make sure yu have the right experts available fr each type f service. Having the right peple cmmunicating directly with the Basware prject team can help t fully understand Basware s services faster, which will cntribute t a faster delivery and sner usage f the services. Prepare in advance fr prject cmpletin. Yu will receive technical dcumentatin frm the Basware prject team. Be sure t keep track f these dcuments and that yu understand their cntents. Later yu may need them when requesting supprt r rdering change requests frm Basware supprt. Agree with yur supplier / custmer what data yu are planning t send r that yu wish t receive. Basware will nly be able t cnvert data between frmats, nt hardcde nr calculate any new data. Get yur suppliers/custmers activated. Agree n the cming e-invicing flw with yur supplier/custmer befre invlving Basware. If yur supplier/custmer is cnnected t anther service prvider, then give them an activatin assignment t their service prvider t wrk with Basware. If yu have purchased Basware Activatin Services yu will wrk tgether with ur experts t nbard yur suppliers r custmers t ur Business Transactins service. Yu will be asked fr a list f all yur suppliers/custmers. This will help yu get mre invices as pure e-invices. Knw yur e-invice address. This is a unique number nrmally derived frm the VAT, DUNS r ther cmpany cde. If yu are nt familiar with this term r dn t knw yurs, please let us knw. E-invice addresses allw fr 100% true e-invicing, instead f relying n paper r pdf invices.
5 (11) 4 Slutin-specific recmmendatins 4.1 Receiving e-invice Getting yur suppliers n bard is quicker when yu ffer a dedicated team t supprt us during the implementatin prcess. Avid vendr specific business rules as business rules have t apply fr all different incming vendr messages. Please investigate any cuntry specificatins and legal requirements prir t the agreement. Basware can prvide recmmendatins but cannt take the respnsibility and cmmitment n behalf f the lcal authrities. Have a clear idea f what types f data will be required t autmate the invice handling. Knw what srt f unique ID will be available in the vendrs electrnic invices and where yu ll find it in yur systems (eg. in yur ERP master data) A mderate apprach t the requirements n invice cntent is recmmended: Yur suppliers may nt be able t prvide the same infrmatin electrnically as they did n paper. Only the mst critical invice fields shuld be mandatry frm yur suppliers, the rest f the fields ptinal. The less abslute requirements yu have, the easier and faster it will be t get yur suppliers t send yu invices electrnically.
6 (11) 4.2 Sending e-invice Cnsidering that each cuntry and each custmer may have their wn mandatry fields, and that yu may have different requirements due t invicing custmers in different cuntries r using several invice frmats; we recmmend that yu rder separate slutins fr each instance. It will be quicker t setup multiple standard slutins rather than ne custmized slutin that wrks fr all cases. Send yur wn invice image attached t the e-invice file. This way yur custmer will get the best f bth wrlds: The data file that enables autmatic prcessing as well as the familiar invice image which is pleasant t read with yur lg and ther useful infrmatin that is nt necessarily present in the data file. As sn as pssible at the start f the implementatin prject, please take the needed measures in rder t start sending yur e-invices immediately n the planned date f prductin. Our experiences shw that many custmers are keen n having the technical capability fr sending e-invices, hwever t actually start sending e-invices may require crdinatin with the Accunts Receivable department. This may take lnger than expected. As a result, yu may nt be able t benefit frm the slutin straight away and the payback n yur investment will be delayed. It is recmmendable that already during the prject, yu cntact thse f yur custmers that are able t receive e-invices and agree hw t start e-invicing with each f them. Yu will need their e-invicing address in rder t be able t send them test invices. If yu are interested in assistance in activating e-invicing t yur custmers, cntact yur Basware accunt manager t find ut mre abut ur Custmer activatin services
7 (11) 4.3 Scan and Capture Select general mandatry fields and avid very specific lgics, try t apply the same setup t all cuntry rlluts. Basware scanning requires ne PO bx per ne legal cmpany. If a cmpany currently has nly ne PO bx fr several legal cmpany invices, then new PO bxes needs t be pened. Anther ptin is t use marks like ++ in the address field t separate legal units, but this requires vendr cmmunicatin and if vendr cmmunicatin needs t be dne, the better way is t pen ttally new PO bxes. Ask yur Basware cntact fr mre infrmatin if yu wuld like t avid pening new PO bxes. In additin t the abve, if new PO bxes will be pened, this will als require sme vendr cmmunicatin which will take its wn time. If we are t use existing PO bxes then the re-directin f thse bxes is yur respnsibility. Please nte that using ld PO bxes adds minimum ne day t the prcess time because f re-directin. Think ahead hw nn-invice material shuld be handled: Wuld yu like it returned, destryed r delivered electrnically? The same questin applies t the riginal invice material; wuld yu like it sent back t yu r can it be destryed? The scan partner will usually archive invices 2 mnths at their facility. Check with yur prject manager what applies in yur case. Invlve the peple wh prcess the invices at yur cmpany (e.g. AP clerks) and let them decide the best way t capture fields and lgic such as supplier matching. This team shuld be the part f S&C wrkshp alng with the lcal prject team. Make sure that yur supplier data (vendr master data) is up t date and des nt cntain duplicates. This will enable higher supplier matching rates Educate yur suppliers when using the e-mail service (sending PDFs via e-mail t S&C e-mail address) and make sure the rules are enfrced.
8 (11) If there are prblems with S&C validatin, using the feedback frms prvided yu can reprt any issues. If yu have rdered Scan & Capture Plus, read the SVG dcument and try t fllw the recmmended ptins. T many custmized fields will reduce the quality due t the manual wrk required and human mistakes
9 (11) 4.4 Basware Prtal fr Suppliers Basware Prtal fr Suppliers cmes with n cst fr yur suppliers but it is recmmended t advise them t autmate the invice prcessing using ther mre suitable Basware e-invice services. The mre invices they send the lnger time their manual prcessing in Basware Prtal fr Suppliers will take. Optinal/Mandatry invice fields can differ depending n supplier cuntry legislatin.
10 (11) 4.5 Printing Service There are a lt f pssible scenaris with printing prjects, s thrugh scping is imprtant. Please be ready fr needed changes n yur side, there may be very specific requirements fr printing (such as invice layut due t envelpe design). Make sure yu have yur receivers crrect e-invice addresses, if we can t match them yur e-invice may autmatically be cnverted t a paper invice t make sure it reaches the receiver. If yu dn t like the standard frmat we are happy t change the invice image fr yu, as lng as it fits the lcal cuntry requirements.
11 (11) 4.6 e-orders If yu begin with e-rders befre starting t receive e-invices yur matching rate against the purchase rder is usually higher. This leads t better quality messages and less testing time. Demand nly the mst critical rder fields as mandatry frm yur suppliers, the rest f the fields can be ptinal. This will enable yur suppliers t get started sner and get less rejected messages. Having less mandatry fields als makes nbarding suppliers easier. Yur suppliers may nt always be able t include the same data electrnically as they d n paper. Supplier nbarding is usually quicker when yu make a team fr this purpse available t us. Avid supplier/buyer specific business rules as they need t apply fr all different utging supplier/buyer messages. Start preparing fr sending r receiving e-rders as sn as pssible after the implementatin is finished. Our experiences shw that many custmers are keen n having the technical capability fr sending/receiving e-rders, but t actually start utilizing e-rders may require mre wrk than expected. Crdinate with yur purchase department and relevant external parties already when implementatin starts. The sner yu start utilizing ur slutin, the sner yu benefit f yur investment. It is recmmendable that already during the prject, yu cntact yur suppliers/buyers that are able t receive/send e-rders and agree hw t start the e-rdering with each supplier/buyer. Yu will need their e-invicing address in rder t be able t send them test rders. If yu are interested in assistance in activating e-rders t yur suppliers, cntact yur Basware accunt manager t find ut mre abut ur Custmer Activatin services