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Lissette Boulanger   Invoice Design   October 04, 2018

Dealing with this volume in a manual operation was causing several problems. Invoice processing was extremely paper intensive; a considerable amount of time and effort was spent data inputting chasing paper invoices and filing. It was often difficult to locate invoices and the AP team would waste time contacting the business users to trace invoices. This resulted in a lack of efficiency and a lack of control over the process. There had also been an issue of making a number of duplicate payments.

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Francene Besson   Invoice Design   October 20, 2018

This company is one of the largest drinks companies in Europe formed in April 2004. They are part of the largest wine company in the world and a leading producer and exporter of wine from the USA Australia and New Zealand. The company has a strong portfolio of brands from the wine cider fortified wine wine-style drinks and bottled water categories. Their Accounts Payable (AP) department consisted of 13 people processing in the region of 180000 invoices per year from suppliers across Europe. Invoices need to be approved by 250 individuals from 3 offices in the UK 11 depots and 2 manufacturing plants in addition to users in mainland Europe.

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Coletta Jung   Invoice Design   October 20, 2018

Your invoice should be prompt so that you can get paid by your clients on time while invoicing is not a fun task its a necessary one: by keeping clients informed of your expectations you will get paid punctually and reinforce your professionalism. After going over some best practices for creating invoices I will review some great (and not so great) invoicing practices so that you can spend less time creating invoices and more time doing the things you love!

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La Vergne Duclos   Invoice Design   October 20, 2018

Your invoice should be prompt so that you can get paid by your clients on time while invoicing is not a fun task its a necessary one: by keeping clients informed of your expectations you will get paid punctually and reinforce your professionalism. After going over some best practices for creating invoices I will review some great (and not so great) invoicing practices so that you can spend less time creating invoices and more time doing the things you love!

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Roux Maillet   Invoice Design   October 20, 2018

Non-PO related invoices need to be coded and approved by the original procurer. Previously this was an entirely manual process with each invoice being posted via the internal mail from AP to the individual who codes the invoice then returned to AP then sent out to the procurer of the goods to authorise This process was not only time consuming but fraught with errors and the risk of invoices getting lost.

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Fifine Renaud   Invoice Design   October 20, 2018

The recent publication of Ministerial Mandate number EHA/962/2007 defines the elements necessary for converting paper invoices into their electronic equivalent establishing that the digitalization process must guarantee that the result is a faithful reproduction of the original paper document and that the digitalization device (scanner) must produce the image along with a Qualified Electronic Signature (as defined in Directive number 1999/93). The process through which this is accomplished is designated as "Certified Digitalization."

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Roux Maillet   Invoice Design   October 20, 2018

Another outcome is an increase in efficiency; the AP department can instantly find an invoice without having to waste time chasing the business users. With approximately 70% of the invoices now matching the PO immediately a considerable amount of invoices only require scanning after which the process is entirely automated. This efficiency has directly resulted in a reduction in the number of people required in the Accounts Payable department; before the system was installed the team consisted of 13 people and there have been reductions in headcount as the AP manager substantiates:

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La Vergne Duclos   Invoice Design   October 20, 2018

Some people also welcome testimonials; for example by adding "Let us know how we did. Write a testimonial and sent to... " If youre building your websites testimonials page or want to complete the feedback loop this is a great way to get clients to give feedback on your work. If they have suggestions for making the process smoother its also a great opportunity for you to improve.

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