Commit Grants
Exact Globe Conexus also uses it to track all subsidy flows. Conexus deals with two major flows: subsidies from the national government and from the municipality of Nijmegen. The largest stream comes from the national government. These are funding decisions covering both personnel and equipment costs, which are allocated at the school level. These grants are recorded using E-Factuur, a specialized module purchased for this purpose. With this module, the subsidies are allocated as ‘revenue’ over the 12 months of the year. This enables Conexus to match the expenses it records each month with the related revenue. The same procedure applies to the subsidies received from the municipality of Nijmegen.
Conexus invests time in preparatory work, specifically in reporting directly at the beginning of the process. When a report needs to be produced, it still takes some effort, but the process is much more manageable. It’s hard to say exactly how much time this saves, but two benchmark studies clearly show that they operate efficiently. These studies show that with a relatively small team—four people in the department—they deliver on time with above-average quality. Conexus achieves this by making smart use of systems and by effectively organizing all related processes.
“Efficient financial administration is made possible by solutions from Exact in collaboration with Alistar.”
Conexus
Incoming Invoices
Conexus uses Exact Synergy in combination with IFR and Scan Sys for the digital processing of incoming invoices. For procurement, Conexus always issues a centralized call for bids. The organization then enters into a centralized framework agreement with the selected supplier. However, within that agreement, the schools have the freedom to order whatever they want on a decentralized basis.
“Invoicing for those orders is handled digitally. When an invoice comes in, one of the 40 budget managers receives a notification from the system: there is a payment you need to authorize. Then he or she opens Exact Synergy and reviews the invoice digitally. All details are checked, and if everything is correct, the invoice is authorized and forwarded for payment. In principle, we no longer receive paper invoices here. With paper invoices, there’s also the risk that they’ll get lost or left lying around. That’s a hassle for everyone,” says Conexus.
“Alistar is a professional agency: proactive, constructive, and effective.”
Previous situation
Conexus was formed in 2008 through a merger of three entities. At that time, the company also made the strategic decision to bring its financial administration—which had been outsourced—back in-house. Conexus decided to look for a solution to support its financial processes.
Solution
Conexus’s efficient financial administration is supported in part by Exact’s solutions. With a relatively small staff, the organization ensures timely deliveries of above-average quality.
The Benefits
- Exact Globe: Accounting, Tracking Grants
- Exact Synergy: Combined with IFR and Scan Sys for the digital processing of incoming invoices
- Sumatra Integration: Viewing Financial Data and Generating Reports
