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The Loparex Germany GmbH is implementing invoice management by EASY SOFTWARE AG
R E F E R E N C E
EASY INVOICE: The invoice receipt as a competitive advantage
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As you once again stand in what feels like the longest queue in the supermarket, it is a good time to think about life before the invention of scanners and barcodes. Waiting times become relative as soon as you begin to ask: How long would I have to wait if the shop assistant had to enter every item by hand, digit by digit, price by price, into an old-fashioned till?
The ubiquitous solution used in retail today has become a matter of course; and the same can be true of the solution for company administ-ration, which can be used to increase profita-bility and efficiency. Take the introduction of electronic invoicing as an example. More and more companies are beginning to rely on the options it brings. Medium-sized companies, large companies and international corpora-
About Loparex
CLIENTLoparex Germany GmbH & Co. KGZweibrückenstraße 15-2591301 Forchheimwww.loparex.com
INDUSTRYPackaging industry
SOLUTIONEASY Invoice
tions are all recognising its benefits: more profit thanks to less lost discount, greater efficiency, se-curity and transparency.
One of the companies utilising this potential is Loparex Germany GmbH & Co. KG. The group, which specialises in the production of high-quality packa-ging and protective foils, introduced the enterprise resource planning system Oracle Financials some years ago. The Loparex Germany GmbH used the ERP solution to reorganise the invoice-related tes-ting and clearance process. „It was a relief when we introduced it. But, in terms of the current standards, the solution offers consi-derable potential for improvement in invoice pro-cessing, especially when it comes to efficiency“, explains Finance Director Europe Christian Wallon.
Automated workflow: Fast and efficientInvoice processing used to be a painstakingly slow job. From inputting the header and position data to comparing the totals with the quotes in the ERP system, to tax obligations. If the goods were not received, the situation also had to be clarified with the purchasing department. Then there was the archiving in the paper archive: The processes were stored in the accounting department for two years, and then they spent a further eight years in the filing department.
„The invoice management and booking was basically a tiring and fiddly task and, as such, it was ineffective, non-transparent and prone to errors. Errors that simply had to be eradicated in view of operational and legal security“, according to Wallon. In order to achieve this, all of the bookings and account assignments were checked by hand the following day.
Main requirement: AutomationIn 2009, the Loparex Germany GmbH began the search for a software solution that could automate the invoice checking, clearance and archiving, and could relieve the burden on members of staff. Perfect compatibility with Oracle Financials, greater efficiency and optimised processes were as important as a modular, scalable structure – freight invoices and electronic invoices were also to be incorporated into the process at a later date.
EASY INVOICE has created a fas-ter and more secure invoice pro-cessing at the Loparex Germany GmbH.
THE BENEFITS:
EASY INVOICE records all purchase invoices and extracts all of the relevant data
EASY INVOICE is the cockpit for all invoice processes
EASY INVOICE controls all clearance processes
EASY INVOICE guarantees audit- proof archiving
EASY INVOICE acts as a connec-tor to Oracle Finance on the basis of IBM Cognos
EASY INVOICE
The Loparex Germany GmbH opted for EASY SOFTWARE AG following the ten-dering process. Not just because the EASY solution fulfilled all of the require-ments. „A project like this is more than just an IT project. It involves colleagues from invoicing, purchasing, logistics and IT. It is important that the chemistry is there as well as the technical expertise. When it came to the project team from EASY, it was immediately clear that this would not be a problem“, explains Wallon.
The project began at the beginning of 2010: The servers were reconfigured before extensive tests were carried out on the master data in order to be able to just transfer clean, high-quality data sets to the new system. The third step saw EASY
SOFTWARE AG develop a draft workflow, which was then constantly adjusted to suit the needs of the client together with the Loparex Germany GmbH. The rea-son: EASY INVOICE allows for extensive customisations in the workflow itself: from automated creditor recognition using account numbers to authorisations for invoice approval to escalation rules if an error is found within an invoice. Once the workflow had been defined, the next step was to integrate EASY INVOICE into Oracle Financials. This was achieved with the help of an interface developed by the Loparex Germany GmbH on the basis of IBM Cognos. The final step was to carry out extensive testing before the system could finally be given the green light for operation within the specified time frame.
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Slimline and fast: EASY INVOICE in operationIncoming paper invoices are now transferred to an au-tomated workflow. From this point onwards, they are stored in the system and can be viewed at any time – in line with the appropriate authorisations. At the same time, they are archived in an audit-proof way, thus making paper copies unnecessary.EASY INVOICE reads the contents of the invoice and checks it: Thus, for example, EASY INVOICE can recognise the associated order and can identify incorrect unit quan-tities, and individual and total prices. Duplicate invoices, incorrect invoice numbers and incorrect invoice dates are identified. In addition, the system also checks the invoice in line with §14 of the Value Added Tax Act.
If the invoice is correct, EASY INVOICE transfers the cor-responding posting record to the ERP system, which can be immediately processed so that discount periods can be adhered to.
EASY INVOICE is currently processing around 22,000 in-voices per annum for the Loparex Germany GmbH. The invoice archive can be accessed at all times directly from Oracle Finance.
Everything also went to plan in terms of the system‘s further development: Since 2012, EASY INVOICE has also been checking and archiving freight invoices and corre-spondence. In addition, the company has now gradually switched to invoicing its suppliers by email. An extension to the system has meant that EASY INVOICE can now pro-cess, check and archive PDF invoices received via email in the same way as it can paper invoices. Thus every thing runs smoother and quicker.
„We are very pleased. Everything has gone to plan in both the introductory project and its further development“, summarises Christian Wallon. „With EASY INVOICE we have achieved great improvements in processing times, transparency and error rates. We also have an audit-proof archive, without the need for a paper archive. Efficiency in invoicing and in the other affected departments has increased massively. And, finally, the large-scale elimi-nation of manual tasks combined with the clear proces-ses has noticeably improved staff motivation. Our invoice processing is, therefore, faster and better than ever. EASY INVOICE quickly paid for itself.“
„Our invoice processing is faster than ever thanks to EASY.“
Christian Wallon Finance Director, Loparex Germany GmbH & Co. KG.
UK
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EASY SOFTWARE AG, headquartered in Mülheim an der Ruhr, Germany, has been developing intuitive,customized software products for customers for the digitalization of business processes since 1990.These products integrate seamlessly into existing systems and automate, mobilize, and optimize theircustomers‘ workflows world-wide. EASY provides these solutions on-premises, in the cloud and mobile.
