Administration (almost) without paper

Today, around 40 employees from their administration team access their central document pool. The digitization of all order documents is the most essential application. For this purpose, Meindl creates a digital delivery bill for each order as a basis for subsequent invoicing. After the order has been processed on site, a driver transmits the completion digitally to the dispatching department and later transfers the associated disposal documents to the administration department. There, they are scanned, indexed by DocuWare and filed. Based on the collected documents, the billing employees then generate customer invoices in the ConWin software, which are also archived. At the end of each month, the solution automatically sends invoices by email to all their customers. 

The DMS also ensures greater efficiency in accounting – for example, via a digital workflow for checking all incoming A/P invoices. For this purpose, all invoices received daily are stored in DocuWare: either as an email invoice or by capturing paper records via automatic scanning and indexing workflow. Since it is precisely defined which supplier invoice needs to be checked and authorized by which department, individual documents are automatically forwarded to the responsible employees. They can then conveniently process the invoices in their digital task list and approve them with an electronic stamp, as one example. In a final step, posting and payment are initiated. 

Even the company's HR department has now been completely freed from paper. All documents pertaining to their 250 employees were scanned and transferred to electronic personnel files. Digital workflows ensure that vacation requests or salary slips are quickly processed. 

Better service with digital documents

The central document pool is of particular benefit to the company when it comes to managing all transport orders. If an employee searches for a transport order in the digital archive, all documents are available on the screen with just a few mouse clicks thanks to convenient full-text search. Special conditions for orders can then be checked immediately. In the event of complaints, employees can immediately respond and help a customer. The DMS also lets the company offer its business partners an extra bonus: customers can access their order documents and invoices via a customer portal and download them on their own – a very efficient way to conduct business and completely in line with the times.