DocuWare is directly connected to the auto parts dealer's ERP system via an integrated interface. All commercial documents created there are transferred, automatically indexed, and stored in a tamper-free manner. Account assignment and invoice information is transferred to the accounting department for further processing. All authorized employees can now access the documents in the central document pool from their familiar working environment.
A preconfigured workflow was also implemented for fast and reliable verification of all incoming invoices. 90 percent of the approximately 28,000 invoices received each year already arrive in the company in electronic form. These are automatically retrieved from the Microsoft Exchange Server, indexed and stored in DocuWare in an audit-ready manner. Paper invoices are scanned, indexed with Intelligent Indexing and also archived. This is where the workflow begins. Invoices are assigned to specific accounts in the accounting department and then they appear in the task list of the specific department or cost center manager who will then approve them. The advantage is that the verification/approval process is carried out promptly and invoices are never lost along the way.
Since Dino Konrad is often on the road, he particularly likes the fact that he can call up and authorize the documents for processing not only on with his PC, but also via iPad or smartphone. In addition to the simple storage of commercial documents, Dino Konrad particularly appreciates the rapid access to documents. Thanks to integrated full text search capability, a few clicks are all it takes, for example, to search for the current price of refrigerant in the invoices. Employees use this function very frequently, and in general they are doing very well with the workflows. However, the document management system also has a number of other, currently untapped benefits for his company, according to Dino Konrad: they are therefore planning to expand DocuWare, step by step, in the near future.
