Register and cost allocation without manual work

Laptops in a grid seen from above, some places empty

The problem

When IT costs are not allocated, the result is distorted.

Separate registers do not keep up, the data goes stale, and every process optimises from its own point of view. The whole cannot be managed. If IT costs are not allocated to units, their true financial position does not show, and at worst an activity is shut down on the basis of wrong information. When costs are not under control, it is also easy to end up with expensive solutions.

At the same time, IT’s customers spend time proving that the billing contains errors. Maintaining the device register is not part of any doctor’s or teacher’s job.

For	Finance, IT service management, device service partner
Goal	A correct register and costs allocated to the right unit without manual work
Data	Sales order, agent, service management, cost centres

How AIDUX helps

Device record from the order
Product, lifecycle, warranty, procurement, user and cost data are completed from the device supplier's order.
The agent keeps the record up to date
The device's technical and usage data are updated from the device.
Costs to units
Purchase, leasing and maintenance are allocated to the right cost centre, whether or not they are billed.
Discrepancies become visible
Conflicts between sources surface before they turn into disputes.

Who does what, from order to costs

Role	Order	Device record	Use	Allocation	Report
Device supplier	Sales order
AIDUX	Reads the order	Creates the device record from the order data	Updates the record from the device’s own data	Allocates purchase, leasing and maintenance to the cost centre	Shows discrepancies and costs by unit
IT service management		Checks discrepancies	Handles transfers and replacements
Finance and units				See the correct costs	Use the data for budgeting

Proof

University of Oulu: device records are created from the sales order

Previously, specialists created device records manually during pre-installation, and internal billing was handled by several people. Now the data is generated automatically from the sales order of device supplier Netox.

"Manual data entry would have required additional staff and pushed up the customer’s service fees."

Jukka Konttinen, Netox

Read the University of Oulu story

A register that stays correct without manual work.

When IT costs are not allocated, the result is distorted.

How AIDUX helps

Who does what, from order to costs

University of Oulu: device records are created from the sales order

How much time do you spend working out your costs?