INVOICES AND FINANCE
WORKFLOW AND ARCHIVING
E-COMMERCE
SECURITY
ANALYTICS
MARKETING
DIGITISATION OF CONTENT
ROBOTIZATION OF PROCESSESCONSTRUCTION INDUSTRY
SAP Invoice Management by OpenText
SAP Solutions | Invoices & Finance
CONSTRUCTION INDUSTRY
Customer Profile
A leading cement producer in Poland, part of an international group, one of the largest construction conglomerates in the world. The company specializes in the production of high-quality cements used in a variety of construction projects, from infrastructure to residential building. The company focuses on innovation, sustainable development, and minimizing environmental impact, while ensuring the highest standards of customer service.
Challenges
The client was looking for a solution for the electronic circulation of cost invoices - natively integrated with the SAP ERP system. Of particular importance to the client was the automation of processes so that as many cost invoices (FI) and warehouse invoices (MM) as possible would post automatically - without user intervention, based on the 3-Way Matching procedure. Another important aspect was the implementation of a secure repository for long-term document storage, compliant with SOX requirements.
Purpose of Implementation
Streamlining and optimizing business processes within the Company by: implementing automatic data recognition from financial documents along with their electronic workflow, archiving, and verified invoice processing standards.
Expansion of the currently functioning approval workflow logic in the Organization for orders to cover all business-required areas.
Maximizing the instances of total invoice compliance with the order and the PZ/GR document, which in turn increases the number of cases of automatic invoice posting referencing the order.
Creation of a single, secure repository for financial documents like invoices (electronic archive) and building an access model to them for all organizational units involved in the workflow based on appropriate permission profiles.
Elimination of paper-based financial documents serving as the basis for making payments.
Elimination of the risk of double payments.
Reduction of invoice processing costs and increased capacity for their processing.
"We are very impressed
IT Manager / CIO
Key Project Information
Scope of Work
Implementation of Vendor Invoice Management (VIM) - VIM supports vendor invoice management, enabling automation of processes related to the circulation and approval of accounting documents. A key component of the implementation is integration with OCR technology, which allows for automatic recognition and processing of information from supplier invoices.
Implementation of a digital archive - the implementation also includes digitization and archiving of accounting documents. Archiving will improve access to documentation and speed up the process of audits and financial analysis.
Expanding the approval strategy for procurement - expanding the existing procurement approval system to include new criteria and approval paths. The goal is to increase control over the procurement process and introduce more detailed approval scenarios.
Project Stages
Gathering requirements of the business and analysis
Configuring the environment of the system and implementation of extensions
System tests then training for end users and administrators
Startup production system
Project Implementation
Stage I - Gathering Business Requirements and Analysis
At this stage, we conducted a thorough analysis of the business requirements and developed a business concept document, taking into account detailed processes and customer needs in order to tailor the system to their specific requirements.
Stage II – System Environment Configuration and Implementation of Identified Extensions
The implementation included configuring the workflow solution environment for invoices – including the Repository, OCR, a solution for automatically inserting barcodes onto the invoice image, and implementing the identified extensions, which made the system more tailored to the client's requirements.
Stage III - System Testing Followed by Training for End Users and Administrators
We conducted comprehensive unit tests (Unit Test) and integration tests (SIT). We provided active user support during acceptance testing (UAT) to ensure that all processes work properly and meet quality and functional expectations.
We also organized and conducted training sessions so that end users and administrators could learn the system's functions and operate it themselves.
Stage IV - Production Start of the System
Eventually, the system was launched in a production environment, allowing the client to take full advantage of its features.
Milestones
The key milestones of the project included the development and acceptance of the business concept by the client, the completion of testing, and the launch of the system in a production environment.
Project Effects
By carrying out the project, we achieved our goals, which met the client's expectations.
Increase productivity and quality of work through an automated and streamlined process, including mobile approvals
Strengthened control in the Organization through transparent process history
Cost allocability in the context of working capital management
Speed up the process by automatically recognizing invoice data, automating processes and controls
Steady increase in the number of PO invoices posted automatically - without human intervention
Increased security, such as the inability of unauthorized individuals to access data
Reduction of manual errors thanks to optical text recognition (OCR)
Part of Accounting duties delegated to other departments
For authorized persons - quick access to information related to the procedural stage of the invoice
Clean desks in Accounting - no paper on desks
All the necessary information in one place
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