Best Practice bofrost*

Area of application	Automated inbound invoice processing with SAP integration and invoice audit workflow
Industry	Direct sales of ice cream and frozen food specialties
Employees	10.754
Turnover	1.216 Mio. € (2014/2015)
Headquarters	Straelen
Integration	SAP
Project scope	worldwide

Our goal was to shorten the invoice processing time and to have a more efficient and audit-proof structure. We achieved this thanks to SER. A real win for the company and, most of all, for the employees.

Gundolf Hallmann, Area Manager of Finance and Accounting, bofrost* Dienstleistungs GmbH & Co. KG

Challenges

Invoices went through many departments; highly inefficient
Hard copies of supplier invoices manually checked; very costly
Approval process (signature check and upholding separation of duties) audited manually
High amount of paper, duplicates and room needed for paper archive

Targets

Reduce the overall effort involved in invoice processing
Cut down on the amount of paper and the space needed for archives
Process inbound invoices in audit-proof way
Set up automated audit routines
Avoid losing documents
Increase data quality through uniform standard

Solutions

Automated processing of supplier invoices with SAP integration
Workflow-steered approval process for audit-proof invoices (separation of duties)
Automated processor determination for invoice auditing
Payment regulation list
Automatic capture of email invoices

Project overview

Starting point

At bofrost*, the European market leader in the direct sales of ice cream and frozen food specialties, inbound invoices were processed on paper for many years. The high percentage of manual tasks, including capturing invoice data in SAP, cost them a great deal of time. bofrost* decided in favor of automated invoice management with Doxis4 and a deep SAP integration, thereby implementing high quality in invoice processing.

Why SER

Deep SAP integration and intuitive handling of Doxis4 solutions
All from one source
Above all, reliable and highly competent

Solutions

Inbound invoice processing, made up of Doxis4 Capture, Inbound Center, Inbound Center Email Importer, InvoiceMaster Read, InvoiceMaster Control (S) for SAP.

Integration

SAP ERP

Document volume

Approx. 100,000 inbound invoices per year

Users

6 scan clients; 10 validation positions; about 500 users take part in the invoice auditing process

Implementation

Project start: 03/2011, roll-out: 08/2011

To start the project, a test environment was set up for digitizing paper invoices, processing creditor invoices that arrived per email, and sending them through the invoice process for auditing and approval in the SAP workflow
Roll-out of the first five accounting areas as the pilot in Germany
Successively adding all other accounting areas in Germany
Connecting the country headquarters in France and Benelux. Roll-out in Spain, Austria and Switzerland still pending

Benefit

Invoices no longer take long and winding paths through the company
Handling inquiries from invoice auditing and suppliers more quickly
Cash discounts attained through fast processing

Solution highlight: Payment regulation list to complete invoice auditing workflow

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