Talent Solutions GmbH is a Managed Service Provider (MSP) and a brand under the umbrella of ManpowerGroup. It offers comprehensive and flexible services for all aspects of recruitment. These include solutions along the entire talent lifecycle, from employee search and selection to placement and monthly billing. The example presented here involves the placement of IT specialists by Talent Solutions GmbH with a large German financial services company.
The challenge
The financial services provider purchased all goods and services company-wide using an in-house system. To manage the demand and purchase of external project staff, Talent Solutions needed an additional system – in this case, the SAP Fieldglas (VMS) vendor management system. However, this stand-alone solution had no interfaces to automatically transfer data and
information to another system. Therefore, the billing data had to be forwarded in a manual
intermediate step.
In the first phase of the project, the quality of the service accounting was to be improved. There was an urgent need for a solution that would automate the billing process – from the receipt of data to the creation of billing documents and electronic invoicing.
Goals for the billing process
- Synchronization of billing information coming from the two different systems - customer's web store and vendor management system SAP Fieldglas.
- Production of all required billing documents (credit notes and MSP fee invoices) for vendors connected to the MSP program.
- Production of all invoice documents to customers and fully automated transmission in ZUGFeRD format.
- Transfer and archiving of billed information via an interface to Talent Solutions' in-house accounting system.
The SolutionBox - a joint solution from Experis and Cartago Software.
To solve these challenges, Experis and Cartago Software have teamed up closely to leverage their synergies and jointly develop SolutionBox:
- a fully automated solution for thebilling of working andproject times in the personnel services
- with integration of electronic invoicing in ZUGFeRD format.
The solution
- ZUGFeRD invoice to client
- Credit note to service provider
- Invoice about intermediation fee
- Information for and about creditors and debtors.
These documents are sent to automated accounting systems via e-mail, web interface or file transfer, archived or sent as e-mail with attachments to service providers. For each outgoing document package, the system generates daily, weekly and monthly reports. This way, HR management always has an overview of the services billed.
Cartago®Live DocEngine and Cartago®Live Data Manager are the key modules that merge the data, create the necessary documents, and store the relevant information in a database. In addition, AWS has leased application servers, email servers, and database servers.
Added value of the SolutionBox for Talent Solutions and the customer:
- Integration into existing systems
- Merging and synchronization of data from two different data sources
- Automated accounting processes with almost complete elimination of manual steps
- This saves time and money and minimizes errors
- Uniform corporate design through central layout maintenance of documents
- Output in ZUGFeRD format in order to be able to invoice public institutions
- Output channels SMTP, SFTP, Web interface
- Real-time billing improves cash flow
- Daily reporting for better planning reliability
Conclusion
Cartago Software
We see ourselves as an innovation driver of automation, standardization and digitization for template design and document management processes in large enterprises across all industries.
Around 40 million people worldwide receive documents created with our solutions.
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