Uni-IT is an IT trading community between several Danish universities. The universities’ accounting systems are based on Oracle E-Business Suite, which gave Uni-IT a challenge as they were unable to recreate invoices, reminders and credit notes once they had been dispatched. This caused problems when, for instance, the recipient lost an invoice and asked for it to be resent, or when Uni-IT for other reasons needed to reprocesses a case. These issues prompted them to look for a new output management solution - and they chose AGETOR.
Output Management with AGETOR
Today, AGETOR is fully integrated with Uni-IT’s Oracle E-Business solution and derives all relevant data from it. The processes around transactions and requisition are still performed by Oracle E-Business, AGETOR, however, now manages everything related to Output Management. Uni-IT creates all invoices, reminders and credit notes using AGETOR, and they are now able to send and resend documents as many times as they like.
Create and recreate documents regardless of format
Uni-IT selects whether they want to send documents as traditional print, PDF, e-mail, electronic invoice or any other format of their choice. Every time they send a document, AGETOR automatically saves a version in the archive, where Uni-IT are able to then re-find any document by using key search criteria such as order ID or the recipient’s name.
Giro forms are generated via AGETOR integration
Uni-IT faced another important challenge with regard to Oracle E-Business, in that its standard setup did not include the specific Danish invoice information required. This was a critical feature when, for example, Uni-IT had to generate giro forms. AGETOR solved this issue for Uni-IT, allowing them to generate giro forms as easily as any other document.
Input Management also possible
Today Uni-IT also uses AGETOR for Input Management. For instance, they receive reminders and invoice specifications and manage them with AGETOR. The solution converts inbound documents to PDF and sends them to the selected e-mail addresses based on a set of rules created by Uni-IT. There are rules concerning the document type and what EAN number it carries.
Automatic upgrade with new functions
Since Uni-IT has selected the maintenance agreement, they benefit from all new functions that are added to AGETOR over time. For instance, AGETOR received an upgrade that facilitated electronic invoicing via OIOXML/OIOUBL when it became statutory in Denmark to invoice all public authorities electronically.
For the time being, Uni-IT “only” uses AGETOR with regard to invoices, reminders and credit notes, but the solution can generate, convert and archive all types of documents. All it requires is integration to the back-end business systems. Thus, Uni-IT now has a future-proof solution which can be adjusted to any changes in their Input/Output Management needs.