Initial situation

The entirely paper-based processing of incoming invoices repeatedly involved problems resulting from the media discontinuity between incoming paper documents and the subsequent electronic processing of the invoice data in the ERP system. The process of manual data entry in the ERP system was subject to error and very time-consuming. Auditing on the basis of paper documents was a laborious process with a lack of transparency. Automated invoice management was expected to standardise and speed up invoice capture and auditing in accounts-payable accounting.

Reasons for SER

• SER showed how the Doxis4 solution could be used to deal with customer-specific problems.
• SER has a high level of market penetration with more than 1 million users in projects
• Customer-oriented, flexible user interface

Solution

• Doxis4 Capture for scanning up to 300,000 pages per year
• Automated invoice reader (Doxis4 Invoice Master Read) which transfers data to the ERP system
• Workflow-managed auditing (Doxis4 InvoiceMaster Control)

Integration

ERP system: Infor ERP, from June 2014 IFS Applications

Volume of documents

Around 150 invoices a day, up to 300,000 pages a year

Users

100 users

Implementation

• The Doxis4 invoice management solution went live just five months after the order was placed
• Paper invoices scanned as soon as they are received by the company, automatic read-out of the header and position data included, data transferred to the ERP system
• Workflow-managed auditing
• Invoices and delivery notes are filed
• In 2014, Doxis4 InvoiceMaster was integrated into the new ERP system, IFS Applications

Benefits

The amount of work staff have to do to capture invoice data is significantly reduced. Issuers of invoices could be identified largely automatically by the time of the project launch. Data extraction and suggested account assignments speed the process up considerably. As a result of electronic logging, the accounts department can maintain a clear overview of all liabilities at all times and thus has an accurate basis for liquidity planning.