The KLAMBT publishing group is a traditional business with versatile requirements for an extensive and flexible document management system. The incoming invoices workflow that it uses through EASY INVOICE and EASY DOCUMENTS as well as linkage to SAP R/3 perfectly meets the publisher’s sophisticated requirements; through its optimized processing of invoices it contributes effectively to reducing costs for the publishing group.
The initial situation
As happens in most other companies, KLAMBT receives its incoming invoices as hard copies. These incoming invoices must frequently be checked for correctness by several employees. When the persons involved in the respective process were scattered over different locations, the invoice audit process was a serious trial, though, due to the high iteration rates.
So all invoice documents were initially referred to the Accounting department as parked documents; the document was parked in SAP, the SAP document number was added to the invoice, and returned to the invoice auditor with an accompanying note. The required accounting information was in turn given an additional manual signature and the invoice was approved to be released. Then it was returned to the Accounting department. The parked document was eventually opened in SAP and the corresponding information from the accompanying note was added.
This time-consuming procedure was to be eliminated and replaced with an optimized electronic procedure for processing incoming invoices. The resultant project requirements for EASY SOFTWARE had their snags demanding new solution approaches and a modified view of replicating the required process steps. However, it soon transpired that EASY can provide perfect solutions, even when pressurized.
Incoming invoice workflow à la EASY
The invoice auditor can edit and extend the accounting information. Depending on accounting changes, all data are automatically transferred to SAP at the end of the workflow. Each authorized employee can now speedily and directly access the archive from the workflow software as well as over the intranet based on SharePoint.
Asked whether he was satisfied with the EASY solution, Markus Ilka, Area Manager IT & Services at KLAMBT, reached a conclusion that militates in favor of the solution: “EASY optimally implemented the requirements of the KLAMBT publishing group.”
Requirements & targets
- Certified linkage to SAP ArchiveLink
- SAP load test certification: maximum performance on comparable systems
- Covering all archiving scenarios
- Easing the load on the SAP databases
- Automating a variety of capturing processes
- Working in your familiar mySAP environment
- Convenient and automatic project documentation