The existing system for processing electronic invoices in Statsbygg has:
— Close integration with the finance system Oracle eBusiness Suite and the access control system for administering users
— Option to cross invoices with orders in Oracle PO
— Approval in accordance with the authority hierarchy in the finance system
A transaction volume of approx. 100 000 invoices per annum, of which approx. 80 % are crossed with one or more orders. Statsbygg currently receives approx. 80 % of its invoices in
the Electronic Trade Format (EHF).
Important focus areas for Statsbygg in the new system will, in addition to the above, be:
— Option to streamline and automise processes and the handling of deviations, so that the transaction process is quicker and more efficient. E.g.:
o Optimise invoice flow, few steps with automatic checks and reports
o Automatic crossing between orders and invoices, including handling deviations
o Automatic rejection/return of invoices that are flagged
o Automatic handling of EHF invoices, including maintenance and handling deviations
o Automatic generation of accruals and appropriations
o Electronic handling of reminders and interest invoices
o Efficient handling of disputed invoices and part-payments
o Automatic handling of fixed expenses, e.g. electricity and municipal taxes
— Simple and user friendly interface and availability on several platforms, including good systems for smartphones
In addition to this, Statsbygg would like the system to have an option to register and process administrative orders outside the procurement system in OeBS iProcurement. Examples of
administrative procurements are the procurement of mobile telephones, flowers, workwear, consultancy services and meeting food.
Statsbygg would like a dialogue with relevant suppliers in order to map the feasibility of the mentioned focus areas. This mapping shall provide important input for Statsbygg"s work
on the requirement specifications for the new system. Suppliers who would like to present their system in a one-to-one meeting are thus asked to contact Leif Glømmen.
The meetings will be held in the period 1-30 November 2017.