Proceedo e-commerce system is introduced
All new supplier invoices will be processed in Proceedo at the start, while the ordering function will open later.
All new supplier invoices will be processed in Proceedo at the start, while the ordering function will open later. Initially, we will mostly manage invoices in the new system, while the range of goods and services that can be ordered will be gradually expanded. Update 31 Oct 2024: Supplier invoice management was supposed to be launched in Proceedo on 30 October but the deployment is postponed until Wednesday 6 November due to technical issues.
Hanna Mörtberg, Director of Finance.
Proceedo is a modern e-commerce system with a comprehensive solution for the entire purchasing process, from contracts and orders all the way to invoicing and follow-up.
The new system offers purchase flows with preset cost accounts and where invoices can be automatically matched with orders. In the long run, Proceedo will free up both time and resources for more value-creating tasks.
“We are introducing a system that provides opportunities we have not had before, allowing costs to be authorised or refused before they are incurred. This will enable us to take control of the entire purchasing process, which in the long run will lead to increased efficiency,” says Hanna Mörtberg, Director of Finance.
Mostly invoice management
All supplier invoices, regardless of how the order is placed, will be processed in Proceedo in future.
“It is important to point out that not everything will be ordered through the system to begin with. Initially, we will mostly manage invoices there, just as we do in Raindance,” says Mörtberg.
At present, the University’s orders for goods are mainly placed through channels other than an e-commerce system. Given that these orders will continue to be made in the same way, the invoices will be ‘wild’ and then authorisation decisions will be made afterwards, just as at present.
“Wisum currently contains a number of the University’s agreements for purchases of goods. All these agreements will gradually be transferred to Proceedo and the plan is to complete this process by the end of January 2025,” Mörtberg continues.
At the deployment, new supplier invoices will flow into Proceedo instead of the Raindance supplier invoice portal.
Orders have to be authorised
One important change is that orders in Proceedo have to be authorised in the system for an order to be sent to the supplier. It may therefore be necessary to review ordering procedures, particularly where time-sensitive purchases are concerned.
“Being able to approve purchases in advance will lead to better cost control and a more orderly situation,” Mörtberg observes.
Users
As there is a limited number of licences in the new system, just over half of all employees at Uppsala University can have a licence. All departments or equivalent entities have declared which staff members will have a licence and what roles they will have in the system.
“To make things easier, we have also created what we call a ‘peeking licence’ with a shared login so that employees who do not have a role in Proceedo can look at the order range,” says Mörtberg.
Courses for different roles
Prior to deployment, courses are being provided for authorisers, purchasers, reviewers, purchasing coordinators and financial administration staff.
The Financial Administration and Procurement Division has created digital training courses in Studium, supplemented by on-site training for certain roles. The online courses will also be offered in English.
Annica Hulth