INVOICES AND FINANCE
WORKFLOW AND ARCHIVING
E-COMMERCE
SECURITY
ANALYTICS
MARKETING
DIGITISATION OF CONTENT
ROBOTIZATION OF PROCESSESMANUFACTURING INDUSTRY
SAP Invoice Management by OpenText
SAP Solutions | Invoices & Finance
MANUFACTURING INDUSTRY
Customer Profile
Lactalis is a global leader in the dairy industry, offering a wide range of products, such as milk, cheese, yogurt, and butter, in over 50 countries. The company focuses on providing high-quality, healthy, and tasty dairy products based on natural ingredients. Lactalis is committed to innovation, sustainable development, and environmental responsibility, striving to reduce its carbon footprint. The company supports local milk producers, respects traditions, and is involved in research and development.
Purpose of Implementation
Streamlining and optimizing business processes through: implementing automatic data recognition from financial documents along with their electronic workflow, archiving, and the introduction of best practices for invoice processing.
Implementation of a document approval workflow for invoices not referencing a purchase order.
Automation of invoice accounting processes that reference purchase orders, through automatic matching of the purchase order, goods receipt, and invoice.
Implementation of a solution to handle invoices in XML format in connection with the introduction of ANAF (e-invoicing system);
Creation of a single, secure repository for financial documents such as 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.
Elimination of the risk of double payments.
Reducing invoice processing costs and increasing their processing capabilities.
We successfully completed the project, delivering the expected results. Importantly, this wasn't the end of our collaboration – it marked the beginning of the next phase. Following implementation, the client decided to develop the system with additional extensions, and today we support them in maintaining and further optimizing the solution as part of ongoing post-implementation support.
Project Manager at Lukardi / Anna Kuszenin
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 supplier invoice information, as well as automated entry and handling of invoices in XML format.
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.
Project Stages
Business Requirements Analysis
Configuration and Implementation of Extensions
System tests andtraining of users and administrators
Running the System in a Production Environment
Project Implementation
Stage I - Business Requirements Analysis
At this stage, a detailed analysis of the client's needs was conducted, and a business concept document was developed. This document took into account the specifics of the processes and the requirements for adapting the system to the organization's individual expectations.
Stage II - Configuration and Implementation of Extensions
The implementation included the configuration of key system modules and the implementation of identified extensions, which allowed for better customization of the solution to business needs.
Stage III - System testing followed by training for end users and administrators
Before the system was put into operation, detailed tests were conducted to verify the correct operation of the processes and to meet the established standards of quality and functionality.
In preparation for working with the system, training was organized for end users and administrators, providing them with the necessary knowledge to operate the system on their own.
Stage IV - Running the System in a Production Environment
After testing and training, the system was launched in a production environment, allowing the client to take full advantage of its functionality.
Milestones
Among the most important stages of the implementation were the development of the business concept, the completion of system tests, and the launch of the system in the production environment. Thanks to the implemented solutions, the system was optimized to meet the specific requirements of the client, providing effective management of the invoicing and document archiving process.
Project Effects
As a result of the implementation, the client achieved significant improvements in the efficiency of its accounting processes and workflow. Key results include:
Support for XML invoices and compatibility with ANAF e-invoices
The system has been adjusted to support XML invoices, enabling compliance with new legal requirements for ANAF e-invoices. 100% of XML invoices are now automatically processed by the system.
Automation of accounting processes
Implemented mechanisms for automatic posting of invoices linked to orders influenced: reduced posting time, reduced accounting errors due to automatic data verification.
Electronic flow and acceptance of invoices
A digital invoice acceptance system was introduced, eliminating the need for manual handling of documents which allowed for: reduction of invoice acceptance time, full transparency and tracking of invoice status in the system.
Optical Character Recognition (OCR)
The implementation of OCR technology has made it possible to automatically read data from paper and PDF invoices. 100% of PDF invoices are now processed automatically without the need for manual data entry. These changes have provided the client with more efficient, fast and compliant accounting processes, resulting in time savings and reduced operating costs.
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