Challenge:
Manual keying of wholesaler payment remittance was overwhelming Aston Hotels & Resorts. A large wholesaler payment could take three clerks all day to manually key into their Accounts Receivable system. Payments received near the end of the month often impacted closing the books. Entry errors from such extensive, repetitive keying led to frequent account reconciliation issues with their wholesalers. Something needed to be done

Solution:
Pivex consultants installed their industry leading Folio Exchange billing and remittance solution, which dramatically streamlines the cash application process with its automatic electronic payment remittance capabilities. Pivex handled everything from start to finish including application setup, end user training, interface design & implementation, system testing and project management in delivering this solution.

Result:
Folio Exchange completely eliminated keying of all payment remittances from wholesalers on the Folio Exchange network including their single largest wholesaler. The payments that used to take three clerks all day is now handled in less than 30 seconds.

“By eliminating the manual effort required to key these large wholesaler payments, my staff has been to focus on key business tasks such getting our books closed faster and more accurately” – Sharon Matsumoto, Credit Manager Aston Hotels & Resorts”

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Resort Quest, International

Challenge:
ResortQuest International, the nation's leading manager and marketer of vacation homes and condominiums launched in 1998 and quickly grew to the largest vacation property management company in the world by making over 30 acquisitions in two years. Disparate accounting software systems, unrelated chart of accounts, different accounting methods existed across all these newly acquired entities under the ResortQuest umbrella. ResortQuest executives decided a new central accounting system was critical to maintaining further growth and business efficiencies. After selecting a system, using the right consultants to deliver the system on time and on budget was essential.

Solution:
The principals of Pivex were brought in to design, manage and implement ResortQuest’s new accounting software system. Collaborating closely with ResortQuest personnel, the accounting software ASP provider and other outside consultants, Pivex principals successfully managed and integrated the new system across all of ResortQuest’s properties.

Results:
The project was completed on time and on budget. The new accounting system streamlined and consolidated their accounting operations saving the company millions of dollars and dramatically improving ResortQuest’s financial reporting capabilities.

"ResortQuest was experiencing a phenomenal period of growth and needed a centralized solution that could not only be in place quickly, but could integrate disparate property management and back office systems with the scalability to meet our needs as we continue to rapidly expand and acquire new businesses," said Mark Aldy, ResortQuest's vice president of financial systems and project manager

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Pleasant Hawaiian Holidays

Challenge:

Travel wholesalers know the only way they can stay competitive in today’s business environment is to continually find ways to increase productivity and business efficiency. Manually keying of paper invoices into an a/p system just did not make sense to Pleasant Hawaiian Holidays, one of the world’s leading travel wholesalers.

Solution:

Working hand in hand with Pleasant’s finance and IT specialists, Pivex consultants researched Pleasant’s business needs, legacy systems and technology platforms to deliver a complete electronic solution using Pivex’s Folio Exchange. Folio Exchange not only delivered seamless integration between Pleasant Hawaiian Holiday’s largest hotel room providers but also serves as a automated bridge between Pleasant’s booking system and accounts payable system to deliver a world class electronic trade a/p solution.

Result:

Now all invoicing from Pleasant’s top vendors are not only received electronically but Folio Exchange automatically reviews and approves valid invoices while flagging for review all errant billings. This freed Pleasant Hawaiian accounting clerks from enormous, tedious manual effort and allowed them to focus only on those invoices with apparent billing discrepancies.

“We brought in Pivex’s Folio Exchange to eliminate the hassles of paper billing and remittance between us and our largest room providers” Del Sturmer – CIO Pleasant Hawaiian Holidays

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Outrigger Hotels & Resorts

Challenge:

Outrigger Hotels & Resorts wanted to reduce the time needed and paper required in their Wholesaler billing process. When an invoice did not match the expected amount in the Wholesaler’s system, phone calls, faxes, and e-mails were often needed to provide details and supporting documentation. Outrigger Customer Service Representatives were also spending time manually keying cash receipt remittance information into their A/R system.

Since Outrigger Hotels & Resorts manages more hotel rooms in the Hawaiian Islands than any other chain, they understood that billing discrepancy resolution and paper-based billing processes impacted staff resources. Outrigger, always an industry leader in innovation and service, was committed to providing the best service and most accurate accounting for their wholesale partners. The company was determined to find a way to eliminate paperwork, streamline the billing process, and communicate more effectively with its highly valued Wholesale customers.

Solution:

Outrigger’s size and decentralized accounting practices demanded a well-designed and well-executed solution that optimized their legacy systems. Pivex consultants, working with Outrigger finance and technology professionals, performed an exhaustive requirement analysis documenting current practices, system capabilities, and project goals.

Based on this research, Pivex added a substantial feature set to their Folio Exchange solution that met Outrigger’s requirements. A project team of Pivex consultants and Outrigger personnel then successfully implemented Folio Exchange across the Outrigger organization.

Results:

Folio Exchange enhanced Outrigger’s ability to resolve billing discrepancies. Outrigger Customer Service Representatives can now pull up all invoice details, wholesaler notations, prior adjustments, and payments for any invoice online and in real-time. If it is necessary to adjust an invoice to resolve a billing discrepancy, an Outrigger Customer Service Representatives can make the adjustment quickly and easily online. Folio Exchange then automatically creates the appropriate general and credit ledger entries in Outrigger’s financial system based on their system’s adjustment codes.

Folio Exchange also automated payment remittance entry, saving valuable staff time. Outrigger’s wholesale customers benefit from simplified discrepancy resolution. They also save time, effort, and paper when processing Outrigger’s invoices and payments.

“Pivex’s Folio Exchange not only eliminated the hassles of paper invoicing but reduced the time spent to resolve billing discrepancies, which allows us to work more closely with our Wholesale partners.” – Joy Uchida, Corporate Controller, Outrigger Hotels & Resorts

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