One click posting
Starting in the UK, DocuWare Cloud was gradually rolled out to 16 country organisations with over 500 users. SAP is also integrated via a certified interface. Digital processing begins when invoices are received in a dedicated electronic mailbox. DocuWare automatically imports and indexes the documents, and the accounting department can validate and add to the data if necessary. The multi-stage approval process is based on standardised rules and depends on various factors such as the invoice amount. Depending on the arrangement, DocuWare forwards the invoices to one or more approvers in the relevant departments, who are informed of the pending task by e-mail and then access the digital receipts via a browser or the DocuWare app. Once approved, a mouse-click in the accounting department transfers the previously read index information, including all approval and posting data, to SAP, where the invoices are posted. The documents are then not only available in DocuWare, but can also be retrieved from the corresponding SAP booking record. The solution has been so successful that other business units have already adopted it. At the same time, there are plans to extend the process to purchase order and contract management.
Completing tasks quickly
The response from employees to the new system has been excellent, and not just because of the ability to access documents and tasks from anywhere. Automated document entry and SAP integration have eliminated the need for manual entry of accounting data and filing of documents. The solution even reliably detects duplicates. For Brother, this means that many resources are freed up and can be used for tasks for which there was previously no time. At the same time, control and security for internal and external audits have improved: on the one hand, the automated processes have eliminated many sources of error. On the other hand, invoice approvals, even for smaller amounts, can be traced within seconds in the event of queries.
