ESA Purchase to Pay case study

Purchase to Pay Case Study with ESA

From Purchase to Pay with ESA – FMIS Purchase to Pay software allows ESA to manage stock and inventory for properties across London and the South East over the full asset life cycle.

Exponent Purchase Order Processing Software case study

Purchase Order Processing case study

Exponent Purchase Order Processing case study

Purchase Order Processing case study

Exponent: engineering and scientific consulting

Exponent is an international engineering and scientific consulting company with 25 offices worldwide. Their engineers and scientists have worked on many high profile incidents.

“Exponent has been using Vision since 2007. We found that though the majority of the company was not purchasing intense, there were several groups that were, and each had their own process. It was time to unify and standardise the process. In FMIS, Exponent found a system that provided the flexibility we needed to accommodate our approval matrixes while still seamlessly interacting and taking advantage of the capabilities of Vision.”

Sue Lawless
Business Manager at Exponent
Flexible approvals

Because Exponent staff are involved in a diverse range of projects, they needed a comprehensive but flexible purchase order processing (POP) software system. Their requirements included access to an approval process that allows their requisition orders to be signed off by the appropriate staff in line with their individual approval limits and project association, before the purchase orders are automatically generated.

Deltek Vision integration

Because Exponent already used Deltek Vision, they needed purchase order processing software that linked directly with their existing system. All FMIS products including Purchase Order Processing are designed to integrate directly with the Vision software. FMIS Purchase Order Processing will automatically match purchase orders against the relevant invoice, with any amends flagged for approval before posting to the general ledger in Vision.

Established name

When considering suppliers, Exponent wanted to be confident that their chosen provider had the experience and stability to provide the level of service required over the long term. FMIS software is used in over 40 countries worldwide and has been leading the industry for over 30 years, thus Exponent was able to call industry leading clients, such as Transammonia as a reference.

For more information on FMIS Purchase Order Processing and other products, please see our product pages or contact one of the team directly at sales@fmis.co.uk or on +44 (0) 1227 773003.

FMIS Lease Accounting case study image of yellow car and AA logo

The AA uses FMIS Leasing software

Leasing software | AA Case study | FMIS Leasing software

Leasing software case study

Why the AA uses FMIS Leasing

The AA was recently confirmed as the UK’s most trusted brand*, so it’s great that they trust FMIS Leasing software to forecast, calculate and track the monthly leases for their operational fleet. FMIS was commissioned to reduce the total time it took to prepare the month end accounts for all of the fleet adjustments, additions and periodic forecasts. FMIS was able to reduce the time required for the whole process from several days to a matter of hours.

“The AA is a diverse business with several different types of operational vehicles and a complex VAT structure. We chose FMIS as our partner as they demonstrated how their system was flexible enough to meet our requirements. The FMIS support team are working closely with us to continually improve and develop the Finance Lease Software that meets our on-going requirements.”

Brian Burkett
Head of Finance
Flexible

The AA has a wide variety of lease types that the selected system had to be flexible enough to handle such as:

  • Periodic tax changes impacting irrecoverable VAT and the fixed assets values
  • Changing maintenance and service provisions
  • Multiple invoices within a period
  • Extensions of the lease term
  • Finance charges based on fixed rates
Reporting

Tailored dashboards allow all the key stakeholders from Operations through Finance to view the information they need, when they need it and in a format that is useful to them.

Support

As the AA’s requirements have developed, FMIS Leasing software has been flexible enough to grow with them. FMIS provides ongoing support for all their clients including regular product enhancements to ensure FMIS Leasing remains ahead of the game and compliant with all accounting standards, such as IAS17.

For more information on FMIS Leasing and other products, please see our product pages or contact one of the team directly at sales@fmis.co.uk or on +44 (0) 1227 773003.

* Source: Survey of more than 3,000 people in the UK aged 18-74 between 4 January and 7 February 2014 by Rainey Kelley Campbell Roalfe / Y&R’s BrandAsset Valuator (BAV).

University Equipment and Maintenance Case Study | FMIS

Equipment and Maintenance case study

University Equipment and Maintenance Case Study | FMIS

Education – research loan equipment case study

Our customer is a world class university providing research facilities. They required a system allowing them to control the short term loan of specialist research equipment. FMIS provided a full asset tracking and loan service using the Equipment and Maintenance module within FMIS. The key requirements of the system included rapid access to any equipment item available within a particular date range and that loans could be pre-booked within a key calendar view, which has been configured around the equipment specifications.

Researcher request equipment

All students have access to the system through fixed assets integration with Active Directory. Every student who is part of the research group can make a request for equipment. Using the extensive search capabilities the equipment is booked to the loan diary/calendar.

Equipment issue

A full history and extensive set of attributes are held for each piece of equipment. The equipment items can be allocated in advance for as many potential researchers as possible. Equipment is formally issued to a researcher and a full audit trail is maintained.

Active alerting

Students are reminded by email of the exact return dates. The system equipment managers are regularly alerted to those pieces of equipment not returning within agreed time spans, this can be via email or by workflow alerts.

Damages

Any malfunction or failure in the use of the equipment can be recorded and the correct remedial action routed through work orders. The issues can be raised as part of the Research Portal.

Equipment and inventory

A full history is maintained for the complete life-cycle of each piece of equipment. Replacement planning and total cost of ownership can now be managed with ease.

Transfers and physical Audits

Equipment can be transferred between different departments and owning groups. A full audit can be conducted using barcode scanning facilities.

Utilisation and reporting

A number of additional reports were added to the standard product incorporating the feedback from the customer.

Sales Order Processing case study

Sales Order Processing case study

A top engineering design firm needed an efficient sales order processing system to interface with Deltek Vision. Find out what else FMIS did for them here.

Barcoding in Hospitals : NHS Bristol case study

Barcoding in hospitals: Bristol NHS trust uses FMIS software

Barcoding in Hospitals : NHS Bristol case study

Barcoding in hospitals

NHS Trust required a flexible solution

The technician team in the Trust Services division within University Hospitals Bristol NHS Foundation Trust uses FMIS Barcoding and Equipment modules to keep track of everything from high-end human patient simulators through to laptops and even syringes. The department not only need to be able to track and identify a wide range of fixed assets and inventory across different departments, but also require the flexibility to loan many of them out for periods to other areas of the Trust and beyond.

“We are very unique when it comes to asset management. Three medical departments, very expensive high fidelity human patient simulators, resus manikins, training limbs, flat screen televisions, laptops and MacBooks, other IT and A/V equipment, plus a whole host of other kit right down to boxes of syringes!”

Rob Kozlowski
Technical Support Manager
Equipment and Maintenance

FMIS Equipment and Maintenance module allows a full log of any maintenance work carried out to be logged and future work planned for and scheduled ensuring that maintenance plans are adhered to. The module’s full life cycle tracking functionality combined with the simple creation and disposal of fixed assets means that the purchase, warranty, repair, maintenance, assignment or transfer of equipment is centrally logged and easily accessible to staff members within the team at any time.

 

Integrated barcoding

Integration of FMIS Barcoding with the Equipment and Maintenance module simplified the process of data collection and attribution significantly. FMIS arranged for the scanners and durable branded labels to be sent directly to the Trust in Bristol and worked with their IT departments to ensure that all hardware, IT security and sourcing requirements were met within budget. Even after implementation of the project, FMIS developers worked with the team to provide additional functionality to enable the handling of more complex equipment loans. The ongoing support package means that an experienced developer or consultant is available to answer queries and handle any issues.

For more information on FMIS Equipment, Maintenance and Barcoding products, please see our solutions page or contact one of the team directly at sales@fmis.co.uk or on +44 (0) 1227 773003.

FMIS fixed asset software case study: Express Newspaper Group

Fixed assets audit at the Express

Fixed asset audit at the Express

Fixed assets audit at the Express

The Daily Express Newspaper Group needed to reconcile their fixed asset register entries in PeopleSoft through regular barcode audits. FMIS provided a mechanism where data was extracted using core PeopleSoft routines to identify asset groupings, scope and boundaries. These extracts were loaded into the FMIS Barcoding module and then used to produce a set of automated matching criteria. A set of keywords, codes and classifications were downloaded onto barcode readers which were then used for the final audit at different sites. The key requirement was to audit high-value asset categories.

Express flow diagram

Express flow diagram

Planning and preparation

A number of key boundaries, scopes and objectives are set for sections of the fixed asset register. The key words are analysed from the field asset categories and description fields and used to build up a set of key markers on the barcode scanners.

Extract from PeopleSoft

PeopleSoft has in-built facilities to provide downloads for the fixed assets barcode audit exercise. Some particular audit runs are taken from the test system to prove the concept. Some developer time is required to ensure the pre-built routines are optimised.

Load FMIS matching routines

Using customer and location knowledge, a set of algorithms are loaded into their fixed assets register, allowing the system to automate the matching of items loaded into the barcode scanner with the details uploaded from the fixed asset register.

Conduct audit

Barcode scanners are used to load approximately 250 assets per day. Each asset is barcoded, and certain information entered from operator prompts on the barcode scanner. All data is uploaded through synchronisation.

Find matches and produce mismatch reports

Once the audit is complete matches are run and fine tuned until at least 90% of all equipment items are matched back to the fixed asset register using the intelligence built into the matching algorithm.

Produce bulk adjustments for PeopleSoft

Fixed Assets produces the results file in the correct format for PeopleSoft. This file is uploaded into PeopleSoft and a mass changes batch is run.

Produce final financial account in Fixed Assets

The fixed asset register within PeopleSoft has updated barcode, serial numbers and location information. Any disposals required are also processed. A match has been achieved between the physical barcode register and the fixed asset register.