Headquartered in Bad Schwartau/Germany, Schwartauer Werke GmbH & Co KGaA has been processing incoming notifications using a turnkey, automated solution from the DMS system house WMD (Workflow Management & Document Consulting) since November 2006.Â The overall solution is supported by integrating the recognition software Xtract for Documents from Aachen-based Docutec AG, and the archiving solution EASY for mySAP from EASY SOFTWARE. At Schwartau, the new solution now eliminates the expensive process of manual capturing. The newly gained resources are used to enable quick tracking of payment discrepancies.
The beginnings of the Schwartau group date back to 1899. Initially established as a joint-stock company, it was transformed into a private company in 1959, and now operates as an incorporated company. Today Schwartauer Werke is one of Germany’s leading food manufacturers, and a top supplier to food retailers. It is a market leader in jams, muesli bars as well as baking and decor products. Schwartau is a company of the internationally operating Swiss Hero Group; with over 750 employees, its sales in 2006 amounted to more than €300 million.
More than 27,000 invoice line items a year
Schwartauer Werke receives some 400 payment notifications a year from four central purchasing associations. So its task is to capture, verify, post and archive the payments for more than 27,000 listed invoice line items.
Verification and capturing of notifications sometimes covering more than 50 pages, and an average of some 67 invoice line items at Schwartau, had been performed manually until November 2006. In particular, checking the paid amounts, taking discountable terms subject to individual agreement into consideration, left little room in practice for tracking and clearing differences efficiently.
Reducing processing times – optimizing processes
Nicole Pump, Finance & Accounts Manager at Schwartauer Werke, said: “Above all, our aim was to significantly reduce time-consuming capturing tasks. Implementation of the automated notification processing tool enables our employees to concentrate fully on payment discrepancies and clearing them up quickly. In addition, the WMD solution provides a high level of security in processing and enables us to perform our liquidity planning more efficiently and much more accurately.”Â
The overall solution covers automatic document capture, data extraction and recognition from various fonts via the Docutec solution, automatic synchronization of incoming payments with open line items, calculating payment terms as well as final entry of the payment notification via the SAP standard transaction F-28. The WMD notification solution is available for SAP Release 4.6c, 4.7 (Enterprise), ECC 5.0 or ECC 6.0.
Longtime experience with EASY ENTERPRISE
Schwartauer Werke management had successively introduced SAP as the basic ERP system over the past couple of years. Following this, it selected implementation of the electronic archive solution EASY ENTERPRISE with regard to electronic SAP data and document archiving. At Schwartau, all documents are now directly archived in EASY ENTERPRISE via SAP ArchiveLink, and are available for retrieval from SAP at any time.