Vangenhassend

Management Summary

There is no way around digitization, even in SMEs. Vangenhassend, a supplier of components for digital signage solutions, was looking to make its incoming invoice processing more efficient using a document management system (DMS). Together with its DMS partner Kyocera, IT-HAUS implemented the Kyocera Workflow Manager at Vangenhassend. Today, the customer structures, manages and archives suppliers and orders in digital files, saving time, money and valuable resources.

Added value for the customer

Project environment

The starting point was the customer's desire for a solution to digitize its entire invoice workflow - around a third of all invoices are sent by post, the rest by email. The aim was to ensure both a formal and technical check of the invoices as well as complete accounting.

Until now, this process has been very time-consuming for everyone involved - from accounting to project management to management - and therefore prone to errors. For example, a large outdoor billboard can be made up of thousands of components, all of which have to be listed, checked and assigned individually on the invoices and delivery bills. To make matters worse, the different items are also assigned to different processes in the accounting department.

As this was a completely paper-based process, even invoices that were already available digitally had to be printed out by employees and passed from department to department by hand. This meant that not only was there no overview of the location and processing status of the respective document, but it was also often unclear whether it was the original or a copy.

Project success

The Kyocera Workflow Manager was chosen for this purpose: a DMS solution specially tailored to the requirements of SMEs. The Kyocera Workflow Manager is very easy to customize, but comes with preconfigured standard modules - so-called "files" - for many areas, which can be used both individually and in combination. In addition to the supplier file module for accounting, for example, there is also a personnel file for HR as well as other modules for the construction, logistics and real estate sectors. The modular structure enables SMEs with a limited budget in particular to implement their digitalization projects step by step, as required.

The customer also decides on the degree of automation individually and flexibly. In order for the process to start, the respective document must be available in digital form at most. In the case of Vangenhassend, this means that employees must first scan paper invoices and transfer the PDF via drag-and-drop to the workflow portal, where the invoice is processed. The software uses a full-text search to capture all relevant data from the invoice and, thanks to seamless integration into the ERP system, compares each individual item with the master data, order data and order data stored in the system. Any discrepancies can still be processed by the accounting department at this point, otherwise the system reports the respective order as completed. The individual items are then assigned to the appropriate posting account before the final check is carried out by the accounting department in a final step. Up to an amount defined by the customer, the accounting department can approve the invoice for payment itself; if this amount is exceeded, an authorization concept automatically takes effect, in which the managing director must issue the approval.

The workflow portal automatically sends the invoice with all attachments to the supplier file, where it is assigned to the respective supplier. The current status of an invoice can be viewed in the so-called invoice book, an extension of the supplier file. In this way, the accounting department always has a complete and detailed overview of all invoices for a particular supplier that are currently being processed. In addition to the invoice amount, date, number etc., the accounts department can see at the touch of a button where an invoice is in the checking and approval process and which employee is currently processing the document. Processes can be tracked down to the last detail and thus better controlled.

In addition to maximum transparency, the customer benefits from a significantly lower error rate and enormous time savings. Lost, duplicate or misdirected documents are now just as much a thing of the past as cash discount losses because payment targets were not met. This not only has a positive effect on business figures, but also on relationships with customers and suppliers. With a modern, user-friendly and scalable solution that is in no way inferior to enterprise solutions in terms of functionality, the customer also creates the basis for mobile working and data protection-compliant handling of sensitive data and documents.

In addition to user training, the all-round carefree service provided by IT-HAUS GmbH included regular exchanges with those involved during the implementation phase in order to discuss any problems in day-to-day work and make further adjustments and fine-tuning if necessary. A maintenance package also guarantees the customer regular security patches and updates.

Our experts will be happy to advise you on the individual options.

Fill out our contact form or call us directly. We look forward to talking to you.