IRIS Partner: Canon Germany
On paper or by e-mail: Incoming invoices reached the departments of Verseidag-Indutex in Krefeld in various ways. For many years, Verseidag-Indutex used the classic procedure with an incoming stamp for paper-based invoices and printed e-mails. Many processing steps were necessary in the further process, because the invoice data was entered manually into the internal accounting software. As part of a general digitalisation of numerous processes in the company, the processing of incoming invoices was to be accelerated from 2017, not least to relieve the accounting department of the company, which has 250 employees worldwide. The goal was to process, release and archive the invoices, which circulate over several days, within 24 hours using a central workflow tool. In the future, searches for individual transactions were to be made possible centrally and quickly across the departments. The aim was to use the already existing homogeneous landscape of Canon multifunctional systems and thus also IRISXtract™ as a platform.
In the market research and consultations on various DMS systems, Canon’s Therefore came out on top. Previously, Microsoft Sharepoint was used in the company, but this solution was no longer sufficient. With Therefore’s optimal support of the processes, Canon was able to prove its strength in the area of information management in this project as well and implemented the entire project as general contractor. All incoming invoices, around 10,000 per year, are captured and archived using a document scanner and various multifunctional systems from Canon’s imageRUNNER series. Canon’s integrated OCR solution IRISXtract™ ensures the largely automated transfer of invoice data to Therefore. Therefore emails are no longer printed and captured, but sent directly to IRISXtract™. Afterwards, the invoices and e-mails are ready for account assignment by the departments in Therefore. Finally, the data is exported to the accounting software via batch transfer.
With Canon, we now process all incoming invoices centrally. The turnaround time until approval is a maximum of 24 hours. This means that departments and accounting have an overview of the processing status at all times. In addition, Canon allows us to quickly research completed processes using numerous features.
Bastian Zöller, IT Manager, Verseidag-Indutex Krefeld