DocuWare Case Studies EPG Streamlines Invoice Verification with DocuWare Cloud

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	EPG Streamlines Invoice Verification with DocuWare Cloud DocuWare

EPG Streamlines Invoice Verification with DocuWare Cloud

DocuWare

Technology Category	Functional Applications - Enterprise Resource Planning Systems (ERP) Functional Applications - Warehouse Management Systems (WMS) Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries	Software
Applicable Functions	Procurement
Use Cases	Inventory Management Supply Chain Visibility
Services	Cloud Planning, Design & Implementation Services System Integration
Challenge	EPG, a global company specializing in supply chain management, was facing challenges with its invoice verification process. With offices in different locations, the process had become time-consuming, especially due to some analog components still in use. The company was using SAP as its ERP software and DocuWare for process and document management. However, the existing system was not efficient enough, leading to delays in invoice approval that could take up to two weeks. The company needed a solution that could streamline the process and improve service to its suppliers. Read More
About Customer	The Ehrhardt + Partner Group (EPG) is a leading name in the world of warehouse management and logistics, providing excellent supply chain management solutions. The company is headquartered in Germany and operates in 23 locations worldwide, including Europe, the USA, Japan, and Australia. EPG's software is used by 1,600 companies, and the group has grown to over 900 employees. The company's product portfolio is centered around its Warehouse Management System. EPG's network uses SAP as its ERP software, while DocuWare is used for process and document management. Read More
Solution	EPG implemented DocuWare Cloud to automate its workflow for incoming invoices. Invoices are sent directly from the supplier by email to a specific address or scanned if mailed. They are then sent to a DocuWare tray, where relevant data fields are retrieved using automatic indexing. Preapproved and select employees in Administration then check whether the index fields are filled in correctly and approve the content of an invoice. For invoices below a threshold of 1000 euros, they are sent directly to the Accounting Department. For higher amounts, the invoice goes through Controlling. Once Accounting has finally approved the invoice, the posting data is sent to the SAP system. Fields in SAP are pre-filled with help from DocuWare indexing. The interface to the SAP system was developed by DocuWare Partners, ensuring that DocuWare’s index fields are perfectly “mapped” in SAP Accounting. Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)

Functional Applications - Warehouse Management Systems (WMS)

Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Software

Applicable Functions

Procurement

Use Cases

Inventory Management

Supply Chain Visibility

Services

Cloud Planning, Design & Implementation Services

System Integration

Challenge

EPG, a global company specializing in supply chain management, was facing challenges with its invoice verification process. With offices in different locations, the process had become time-consuming, especially due to some analog components still in use. The company was using SAP as its ERP software and DocuWare for process and document management. However, the existing system was not efficient enough, leading to delays in invoice approval that could take up to two weeks. The company needed a solution that could streamline the process and improve service to its suppliers.

About Customer

The Ehrhardt + Partner Group (EPG) is a leading name in the world of warehouse management and logistics, providing excellent supply chain management solutions. The company is headquartered in Germany and operates in 23 locations worldwide, including Europe, the USA, Japan, and Australia. EPG's software is used by 1,600 companies, and the group has grown to over 900 employees. The company's product portfolio is centered around its Warehouse Management System. EPG's network uses SAP as its ERP software, while DocuWare is used for process and document management.

Solution

EPG implemented DocuWare Cloud to automate its workflow for incoming invoices. Invoices are sent directly from the supplier by email to a specific address or scanned if mailed. They are then sent to a DocuWare tray, where relevant data fields are retrieved using automatic indexing. Preapproved and select employees in Administration then check whether the index fields are filled in correctly and approve the content of an invoice. For invoices below a threshold of 1000 euros, they are sent directly to the Accounting Department. For higher amounts, the invoice goes through Controlling. Once Accounting has finally approved the invoice, the posting data is sent to the SAP system. Fields in SAP are pre-filled with help from DocuWare indexing. The interface to the SAP system was developed by DocuWare Partners, ensuring that DocuWare’s index fields are perfectly “mapped” in SAP Accounting.

Impact #1	The implementation of DocuWare Cloud has significantly streamlined EPG's invoice verification process. The time taken for invoice approval has been reduced from two weeks to just two days.
Impact #2	The automated workflow has eliminated the need for paper documents in the Accounts Payable department. When posting in SAP, employees can click on an attachment that is a link to DocuWare, allowing them to check the information and complete the posting.
Impact #3	The system has improved service to suppliers, as information can be provided at any time if an invoice has not yet been paid.

Impact #1

The implementation of DocuWare Cloud has significantly streamlined EPG's invoice verification process. The time taken for invoice approval has been reduced from two weeks to just two days.

Impact #2

The automated workflow has eliminated the need for paper documents in the Accounts Payable department. When posting in SAP, employees can click on an attachment that is a link to DocuWare, allowing them to check the information and complete the posting.

Impact #3

The system has improved service to suppliers, as information can be provided at any time if an invoice has not yet been paid.

Benefit #1	Invoice approval time reduced from two weeks to two days.
Benefit #2	Automated workflow for incoming invoices implemented.

Benefit #1

Invoice approval time reduced from two weeks to two days.

Benefit #2

Automated workflow for incoming invoices implemented.

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Overview

EPG Streamlines Invoice Verification with DocuWare Cloud

Operational Impact

Quantitative Benefit