Global manufacturer Victaulic has a cloud-first strategy for business applications. But these systems can’t work in isolation, they need to be connected and synchronized to bring value. Thanks to Columbus’ cloud integration between Infor M3 and Medius Victaulic can automate the entire accounts payable process and achieve impressive levels of touchless invoice processing.
Victaulic selected Medius AP Automation because of the solution’s comprehensive functionality and ease of use. The pre-packed integration to Infor M3 was also a critical factor.
“The fact that Medius include all invoice processing functions including invoice scanning, workflow, matching and approval in one system that feeds to the ERP is very beneficial”, says Patrick Verlee, IT Director at Victaulic.
Columbus business consultants worked closely with the Victaulic team during the implementation of Medius, which was first integrated to an Infor M3 on-premise version and later to the cloud ERP.
“The Columbus team has extensive knowledge in both Infor M3 and Medius solutions”, says Sam Van Wiemeersch, Senior Accountant at Victaulic. “And once they got a good understanding for our company, they configured the workflows and rules to fit our internal processes in a way that has enabled really high automation rates.”
Smooth move to the cloud without a glitch
When Victaulic moved to the cloud version of Infor M3, the integration to Medius needed to go cloud as well. Integrating two cloud systems that share data in real-time is not an easy task. And not one that you would do on your own. Patrick Verlee explains:
“You need a standard integration with high automation so that you don’t end up building a customized integration that has to be maintained and updated every time there is a new release of one of the cloud systems.”
Columbus’ Infor M3-Medius cloud connector is a pre-packaged integration where Columbus takes ownership and ensures the connection is set up correctly at both ends. Plus, the connector is regularly updated to match upgrades in the connected cloud solutions.
Columbus’ out-of-the-box connector helps us maximize the value from each of the two systems
“Columbus’ out-of-the-box connector helps us maximize the value from each of the two systems”, says Patrick Verlee.
Victaulic’s finance team are very happy with the support they’ve received from the Columbus business consultants. As with most IT-projects, they experienced some challenges along the way, such as configuration of local VAT rules for all the different countries where Victaulic operates.
“We worked closely with the Columbus team to ensure they understood our operations and local requirements”, says Sam Van Wiemeersch. “When we put our heads together, we quickly came up with a resolution together.”
Once everything was set up, moving Medius from the on-premise installation to the new Infor M3 cloud ERP went smoothly. The switch to the cloud connector was done without any disruption in the day-to-day work at the finance organization.
80% touchless invoice processing – and counting
Since implementing Medius AP Automation Victaulic have actively worked on improving automation levels across the invoice process. And that work has paid off! 80% of Victaulic’s order-based invoices are managed in a fully automated process, without anyone touching the invoice.
“Medius is a huge win for us”, says Sam Van Wiemeersch. “Before Medius invoices could be delayed or even lost, suppliers paid late, and some suppliers even refused to work with us. Now when everyone can approve invoices on their phone or when working remote, we have full control of where invoices are and when to pay”, Sam continues.
The benefits of Medius AP Automation extend beyond the finance function at Victaulic. The solution has been configured with customized workflows and restriction rules. These ensure a standardized process across the organization and a high data quality.
“Now that we don’t have to worry about invoice data entry errors, we have improved the overall accuracy of reports to management and HQ”, says Sam Van Wiemeersch. “But the reporting in Medius is also a good tool for different teams within the organization to keep track of their spend”, Sam concludes.