Simple integration into IT system
After a detailed test phase, they rolled out into areas of order processing began at the beginning of 2016. In a first step, workshop orders and invoices, orders for goods, returns as well as delivery notes and credit notes were alternatively transferred from the ERP system Centro or - in the case of paper documents - digitized into the document pool and stored in previously defined directory structures. In a further project step, all documents relating to services provided as part of the ADAC partnership, i.e. towing and breakdown service receipts as well as rental car contracts, were digitized.
The DMS implementation was completed approximately six months later with the integration of all relevant accounting documents such as incoming and outgoing invoices, cash receipts, account statements or gas tank receipts from road patrol drivers. Although more and more suppliers are switching to electronic invoicing by email, around 80 percent of incoming invoices are still paper-based and have to be scanned.
Transparency guaranteed
Today, administrative processes controlled by digital workflows have become significantly more efficient. Without long search times, it is possible to see in which digital tray certain documents are now in, which employees are working with them, and in which processing status they are. Among the seven Gartner employees who regularly work with DocuWare, the digital archive is also highly appreciated due to its intuitive user interface. They are relieved of trivial search and filing tasks and can perform their core tasks much more efficiently than before.
Training on the job
The accounting department benefits in other ways from the central document pool. Whereas in the past tax-related documents had to be transported to their tax firm at the end of each month, the firm can now access the documents they need at any time. An advantage that not only facilitates everyone’s work, but also helps them remain compliant in supplying the necessary data to the tax authority for regular audits.
Even though they decided to put off the digitization of old documents, their document pool grew in the course of only one year to approximately 25,000 documents. Further administrative areas are to be digitalized successively and administered with the DMS. In the mid-term, they plan on enhancing their human resources system by digitizing all personnel files, employment contracts, wage settlements and other documents. Creating a digital contract file cabinet, in which all written agreements with partners and suppliers are stored, is also on the to-do list for the long term.
