Best Practice Bernard Krone Holding SE & Co. KG

Sujet	From automated invoice verification to confidential contract access
Secteur	Commercial vehicles, agricultural machinery
Employés	3,097 worldwide (FY 2014/2015)
Chiffre d'affaire	Approx. 1.6 billion euros (FY 2014/2015)
Siège de l'entreprise	Spelle, Emsland in Lower Saxony, Germany
Intégration	SAP, COS, Microsoft Dynamics NAV, MS Exchange
Portée du projet	Europe

Our interconnected eRecords act as central access points to documents from a range of sources, including SAP documents, emails, MS Office, etc. and help us to make ongoing improvements in many areas, such as customer service.

Dr. Goy- Hinrich Korn, Authorized Representative and CIO of the Krone Group

Défi

All documents were scattered across the entire system landscape
Only the respective departments knew where documents were stored
Knowledge and information was lost in the course of staff changes
Manual processing of inbound invoices was too time- consuming

Objectifs

Implement uniform document platform for employees, customers, dealers, etc.
Simplify processes and improve transparency, e.g. automated verification of incoming goods
Process inbound invoices transparently and without delay
Enhance SAP system performance
Introduce eRecords for greater transparency

Solutions

Integrate ECM system into the existing IT landscape
Automate inbound invoice processing
Verify invoices via an SAP workflow and web-based workflow
Electronic records management
SAP data archiving
Audit-proof long- term archiving

Fiche signalétique du projet

Starting Point

All documents at the Krone Group were scattered across the entire system landscape. Only the individual departments knew where the information was located. The result: valuable knowledge and
information was being lost. Krone opted for an ECM system to fulfill its vision of establishing a uniform, transparent document management system across the Group with a common platform shared by internal and external employees, customers, and dealers alike. The company wanted document- centric business processes to be modeled digitally and supported with electronic records. It also wanted automated inbound invoice processing for the accounts payable department.

Why SER

SER is an experienced provider of solutions for the entire inbound invoice processing workflow,
from data capture through to confidential contract access in connection with invoice verification
All solutions from a single source, made in Germany
Investment security: SER is a reputable company with a successful 30-year history

Solutions

Automated inbound invoice processing with SAP integration, workflow-based invoice verification (web and SAP), eRecords (customer records, order records, supplier records, contract records, machinery/vehicle records, personnel records), and SAP data archiving

Integration

ERP systems (SAP, COS), Microsoft Exchange, Estos telephony software

Document volume

Scope of legacy data migration: 2.6 million records; total number of documents currently stored in the DMS: 14.6 million; 2.5 to 3 million documents added every year

Users

Currently 500 users, to be extended to include all Krone Group employees

Implementation

Replace the AS/400 legacy archive and import all archive data as PDF files (2012)
Introduce automated inbound invoice processing with SAP integration
Introduce eRecords: e.g. vehicle records, machinery records, customer and supplier records
Introduce electronic contract management with contract records
Next steps: Roll out automated inbound invoice processing in the Krone Group's foreign
subsidiaries
Roll out personnel records across Germany
Continue preparations for adding further eRecords and process support using Doxis4 BPM

Benefit

Automated invoice processing: Transparent processes, substitution- rule function, cash discount periods met, greater planning certainty thanks to an overview of all unpaid invoices, improved availability of information
Electronic records: Thanks to interconnected records, all information relating to a particular application can be accessed from a single point and is available in one system
Customer service: The customer record is retrieved automatically using the caller's phone number