Paper invoices cut down to 10 percent
After launching DocuWare on June 1, 2020 , at around week ten of the project , a new electronic invoice processing system was introduced. Invoices received by post are given a QR code, then scanned and stored in a DocuWare tray. Incoming email invoices are also transferred to this tray via Connect to Outlook. Since all suppliers were contacted at the end of 2020 to send invoices by email only, only 10 percent now arrive at gepe on paper. If approval cannot be carried out in their central invoice control (which is possible when all relevant documents are already available in their central archive), invoices are then forwarded to the departments for further examination. This process has accelerated things enormously, particularly for invoices that need an extra look.
Fully automated invoice processing
Virtually complete automation has been achieved for processing invoices from one of their largest suppliers, that generates over 30 percent of their total invoice volume. Together with the system house, a special invoice design was developed in which the corresponding cost center is already listed in the accounting department at gepe for each item. In addition, the invoices are issued separately for each G/L account, so that the posting proposals only have to be collected and sorted in the accounting department.
Indispensable tool in personnel management
The range of applications of DocuWare is continuously being expanded. An important area is the HR file cabinet, which is used intensively by the 15-person HR department. DocuWare's sophisticated authorization concept has impressed in this arena. For example, vaccination records are managed alongside personnel files in compliance with data protection regulations. This is especially important for cleaning staff who work in daycare centers and schools. "When 'springers' are used, we need to know whether they have the required measles vaccination. We can create control lists that show for each cost center whether vaccinations are missing," explains Georg Hermann. Sick leaves are also recorded via DocuWare. At the individual locations, these can be scanned decentrally via multifunction printers and are then available to HR managers. For a service company that has to manage widely fluctuating personnel, the DMS has become an indispensable tool for every day.
