Better control and collaboration with cloud-based ERP system

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Now most of it goes automatically. We work more with quality checks and controls rather than manually punching the invoice information.

“One of the things that is wonderful about Visma Net is that you can drill down on individual numbers,” says Heidi Nilsson, Head of Administration. She tells of when they received a purring on the invoice in which she recognized the sum but could not find the supplier in the system.

“Then I was able to use the search functionality and quickly found out that the expense had been paid to the wrong company and the wrong supplier. Almost a bit like I use Google! I had previously spent a long time tracking it down.

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“You have to think differently, and it was unfamiliar at first, but worse than that it wasn't. That's why we fell for Visma Net. It was simple and easy to understand, and I quickly realized the gait and build-up in it.

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Easy to learn ERP system

The Nordlandsmuseet Foundation is Nordland's largest cultural player, with 19 museum facilities in 9 municipalities. The foundation consists of a total of four companies and has a total of 40 employees in addition to 140 seasonal workers at the various locations.

The head of administration had one goal in mind: to work modernly and efficiently unlike in the previous system, which was both cumbersome and complicated.

“A bit of a murmur at the beginning was when we started learning Visma Net,” says Heidi.

But it happened quickly. Personally, I thought the system was easy to learn. You have to think differently, and it was unfamiliar at the start, but worse than that it wasn't. That's why we fell for the system. It was simple and easy to understand, and I quickly realized the gait and build-up in it.

Role-Based Finance Department

In the finance department, they have different tasks divided into three different roles. One role deals with the administrative around banking and payroll, the other keeps hold of ledger, reporting and VAT duties, and the last focuses on customer care and supplier follow-up.

Despite different work assignments, everyone works in the same system. Therefore, there is a need for different functionality while having access to the same, updated data. They have now.

“With a web-based solution, anyone can log in regardless of whether they are physically in the office or out at one of our locations. Not least, it is convenient that the system gives us full control if any of us is absent, for example, in case of illness or vacation.

“Although we have different responsibilities, we all work in the same system. Therefore, we need different functionality, but access to the same and updated data. We have that now.

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Saving a lot on electronic invoicing

A key part of the digital streamlining of the foundation concerns the processes around sending and receiving invoices — both between companies, from suppliers and to their own customers.

“After automating the processes around sending, interpreting and receiving invoices, we have seen significant savings in cost and resource and time consumption. Before, we only invoiced on paper. Now most things are automated, and we work more with quality checks and controls instead of manually punching the invoice information,” says Heidi.

In the first half of 2018, the company sent and received over 3000 invoices. Most of the invoices are sent by email. For their own mailings, they only use electronic invoices to those recipients who can receive them. As of today, this is done directly from the financial system.

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