H.I.S Travel Corp
Challenges
Paper Application Format
The reservation team receives orders from agents or customers, and then fills out paper format for Accounting Department. The Accounting Team inputs the information on the Excel sheet. As a result, when the executive reviews the details later, they need to search through the growing stack of files for the paper version. Additionally, there is a chance that Accounting may have made an error when entering the date from the paper document.
Various Excel Sheets
Previously we were managing our supplier transactions within multiple Excel sheets, but the volume of transactions became overwhelming. As a result, it was challenging for Accounting to determine which accounts had already been paid and to update the information across all the Excel sheets. By the end of the month, Accounting was too swamped to verify each transaction individually.
Improvements
Paper Application Format
After installing desknet’s NEO, we initially replicated our existing paper format within the system. The format on desknet’s NEO resembled the paper version, but in digital form. This made it easy for our employees to adapt quickly, as the format remained almost identical to what they were already familiar with.
Accounting no longer needs to manually input information into the Excel sheet. Once the Reservation team enters the data, it automatically goes to Accounting. Additionally, executives no longer need to search for the original paper documents, as all the data is stored in desknet’s NEO.
We were able to significantly save time by no longer having to search for the documents we needed to review. The system is extremely user-friendly, allowing us to make adjustments ourselves without needing any IT programming or vendor assistance. Starting next year, we’ll be able to easily compare data with previous years.
Various Excel Sheet
After implementing Desknet’s NEO, all data is interconnected. For instance, when the Reservation team receives an order from a customer, we assign a specific ID number to each transaction. Accounting then uses this ID number to prepare the payment form. The ID number can be included on the Payment Form, and when the approver reviews it, they can simultaneously access both the Payment Form and the order form, thanks to the linked ID number.
It helps our executives analyze past transactions by categories, such as applicant or line item, to highlight each contribution. Additionally, it’s convenient for the President to approve all workflow formats using their mobile phone.
