Customer Overview
Founded in 1871 by Carl Heinrich Hellmann in Germany, Hellmann Worldwide Logistics began by delivering parcels using a horse-drawn cart. Now operating in 157 countries from 443 branches, the company employs over 19,000 people. The UK operation opened in 1988 and provides freight and logistics services, customs brokerage and ecommerce.
Rapid Migration from C-Series
Paying suppliers and employees electronically requires an easy-to-use secure system. By migrating from an on-premise payment solution to the cloud with Bottomline Technologies, Hellmann Worldwide Logistics Ltd has saved time and cut IT hardware and support requirements.
Hellmann has been a Bottomline customer for over a decade and, until recently, relied on an on premise software. This on-premise enterprise solution supports automated Bacs and Faster Payments. Although Hellmann used this for less complex payment processes than most, it ran on a dedicated PC with the software installed by a Bacs-approved engineer.
“The software was not easily moved from machine to machine,” says James Darlaston, Business & IS Solutions Manager.
The software was licensed on just two computers for direct submissions: the accounts manager’s laptop, and a dedicated PC which was switched on when needed. Payment runs were made around 15 times a month involving hundreds of payments each time. Using a data file from the company’s K + H accounting system, the payments were validated and approved. A card reader, bank card and pin number provided a mandatory Bacs security check.
A Simpler Solution
It was time to make some changes to reduce the complexity. Hellmann wanted a more logical IT approach with less effort and a far simpler user experience. Reliance on just two computers also risked the possibility of not being able to make payments when required.
Hellmann has a European IT strategy involving a centrally-managed shared desktop environment. Offering a standard set of applications, this allows users to log in from anywhere. Retaining a dedicated PC for payments software just didn’t fit in.
Believing that a cloud-based payments solution would be ideal, Bottomline Technologies was asked for advice and suggested the PTX payments platform. This is a cloud-based Bacs and Faster Payment product for payments and Direct Debit collections submitted directly or via a bureau. It meant that anytime, anywhere usage was possible with no dependency on installed software.
“The new products that Bottomline is coming up with are innovative and aimed at delivering cloud solutions to customers,” says Darlaston.
Migrating to PTX was an attractive proposition for IT support staff and finance users alike. Hellmann also drew confidence from its long-term partnership with Bottomline and the convenience of having a trusted one-stop-shop for payment services.
“We have a great relationship with Bottomline and the software does what it says. They are knowledgeable about Bacs and banking solutions in general. They have always provided great support.”
Thorough Approach
The PTX implementation took place and involved account configuration, data templating, testing and some brief familiarisation training. Bottomline Technologies provided project coordination, professional services and support.
“From our perspective, it was quite simple. Bottomline was able to take our existing payment file format and import it straight into PTX,” says Darlaston.
Testing this file ensured that everything was properly processed and the right confirmations produced. The work also included making dummy payments into the live Bacs service.
“Once we were happy, we made the decision to switch over. It was a smooth process. We were one of the first customers to start using PTX.”
Hellmann was part of the Bottomline Customer Select Programme for new software launches. It soon found that the freedom of using a browser was revolutionary. Having decided to remain a Bacs direct submitter, the same card and pin security was retained.
“My financial director and accounts manager were able to make payments from anywhere provided they had a card reader with them,” says Darlaston.
For this reason Hellmann then changed to the Bottomline Technologies fully-managed bureau service and became an indirect submitter instead. The final Bacs submission, including all security measures and contingency services, is handled by the bureau.
“We were then able to remove the card reader and it immediately gave us far greater flexibility,” says Darlaston.
Time Savings
PTX users now only need a user name and password to log in from anywhere at any time – without the need to switch on a dedicated PC. That alone saves several minutes on every payment run.
Comprehensive reporting and audit trails show everything processed with remotely retrievable backups, providing extra confidence. An intuitive and user-friendly interface makes it easy to use.
PTX nicely complements the Hellmann desktop strategy with no local IT management overheads. As a PTX user, the company is usefully insulated from technical changes in the Bacs service itself or in legislated compliance
Benefits
- Available anytime, anywhere cloud-based solution
- Saves time compared to installed payment technology
- No local IT management or support requirements
- ISO 27001 accredited cloud infrastructure
- Bacs-approved bureau service simplifies security
