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DocuWare > Case Studies > Megatiendas Streamlines Accounting and Administration with DocuWare

Megatiendas Streamlines Accounting and Administration with DocuWare

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration
Infrastructure as a Service (IaaS) - Hybrid Cloud

Applicable Industries

Retail

Services

Cloud Planning, Design & Implementation Services
System Integration

The Challenge

Megatiendas, a Colombian supermarket chain, was initially using DocuWare for document archiving. However, the company was facing challenges with the high volume of receipts. Invoices were not transmitted on time or were lost along the way, leading to payment delays, cash discount losses, and supplier problems. The process lacked transparency. A new Columbian law made electronic invoices mandatory, prompting the company to evaluate various document management systems.

About The Customer

Megatiendas is a supermarket chain based in Colombia. The origins of the company date back more than 30 years when the founder started delivering to smaller stores. With the establishment of its first branch, a separate sales distribution system was developed to serve commercial customers such as hotels, restaurants, and shops as well as private consumers. Today, the supermarket chain has evolved to match growing demand from consumers to buy in bulk and at lower prices. They now operate 27 stores in three administrative districts of Colombia with over 1,500 employees and reported sales of approximately USD 160 million in 2022.

The Solution

Megatiendas decided to expand DocuWare into a hybrid on-premises and cloud solution. Today, the company receives all invoices electronically and in compliance with tax regulations. DocuWare recognizes the index information of the documents received by email and stores them together in the archive. The approval process then begins. With the help of digital task lists and stamps, the documents are forwarded by the accounting department to the responsible departments, where they are processed and ultimately paid. Megatiendas has also set up 30 other workflows on its own. For example, DocuWare supports various processes in their HR and administrative areas, such as travel expense reporting and contract management, which also includes the use of electronic signatures.

Operational Impact

A big advantage of this expanded use of DocuWare has been that employees in accounting and administration had the flexibility to work remotely, even during the pandemic.
All of their workflows have become much more transparent. Digital stamps make the whole process trackable.
The most important benefit is the big increase in overall productivity. Everyone is now completing more tasks within their normal working hours.

Quantitative Benefit

Since introducing digital workflows, all throughput times have been significantly shortened.
Depending on the process, this results in instant benefits, such as cash discounts for timely payments.
Megatiendas has been able to keep personnel costs low despite strong growth.