VINCI SA digitize its Procure to Pay processes with Basware and Fluxym
VINCI is a global player in concessions, energy and construction and employing 260,000 people in nearly 120 countries.
Their mission is to design, finance, build and manage infrastructures and equipment that contribute to improving everyone’s daily life and mobility.
It was important for us to work with an integrator with a perfect comprehension of our business issues. Selecting Fluxym was the right decision, and we don’t regret making it.Amine Dahar
Finance Project Manager
Context and challenges
In 2016, the VINCI Group decided to deploy Basware to streamline the processing of supplier invoices and meet the payment deadlines set by a French regulation on payment (Loi de Modernisation de l’Économie). The ergonomics, reliability and functionalities of the Network and AP Automation modules of the platform won the support of the accounting team and contributors.
Building on this success, in 2021 VINCI SA, the group’s holding company, decided to digitize their entire Procure to Pay process by integrating Basware’s Procurement module. The project team called on Fluxym, which had already supported the holding company with automating the processing of invoices without order.
Ever since, VINCI SA employees have been making their purchase requests (mainly for services and overhead expenses) by filling out a free text form. In addition, two punch-outs have been implemented for suppliers generating the largest volumes of orders. Direct access to catalogs is very popular among users because it avoids re-entering orders on these suppliers’ portal.
Several validation workflows have been configured throughout the approval circuit according to the amount of the invoice, the organizational structure of VINCI SA as well as the exchanges with the ERP. The deployment of the Procurement module was carried out in three pilot departments before being generalized to all departments. In addition, the extension of the Basware platform continues with the management of provisions and budgetary control.
- Concessions and construction
- 200 users
- 20,000 invoices per year
- AP Automation
- ERP: JD Edwards
- Middleware: Talend
Fluxym’stechnical and functional support
Fluxym consultants supported the VINCI SA project team throughout the project: functional specification workshops, drafting of technical documentation, workflow configuration, interface configuration and key users training.
“Fluxym’s technical and functional consultants are perfectly familiar with the Basware application and easily communicate with the editor“, underlines Victor Rodrigues, Digitaization Manager of the VINCI Group.
Amine Dahar, Finance Project Manager to add: “They showed great availability and a real desire to understand our business need, both from the functional consultant as well as the technical consultant.
We had strong requirements in terms of specific developments which caused technical difficulties. They were able to challenge our requests to fully understand our issues.”
We entrusted the Fluxym support team to handle our project’s CMS. Their responsiveness and quality of service were much appreciated.Amine Dahar
Finance Project Manager
Time saved and increased visibility thanks to the Procure to Pay process digitization
- For the accouting team:
They have noted a significant amount of time saved and quality improvement when processing supplier invoices because of the reduced number of errors. Integrating provisions into the ERP improves data reliability and speeds up accounting book closings. Having access to a reliable audit trail in the event of an audit is also an undeniable advantage of the automation of P2P processes.
- For the accounting management:
With the Analytics module, the accounting department has set up personalized dashboards to control the invoice validation cycle, identify bottlenecks and monitor various KPIs such as the rate of invoices paid on time.
- For the operational management:
They have an overall view of past and future expenses by category with the commitment validation method now centralized and harmonized.
Soon, the Budget module will allow the operational department to manage quarterly budget revisions much more easily.
You can download the PDF of this client testimony below