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Walker Group Streamlines Invoice Approvals with DocuWare
Technology Category
- Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries
- Food & Beverage
Applicable Functions
- Logistics & Transportation
- Procurement
Use Cases
- Inventory Management
- Supply Chain Visibility
Services
- System Integration
The Challenge
Walker Group, a cheese producer and retailer in Switzerland, was struggling with a time-consuming and error-prone invoice approval process. The company, which supplies hotels, restaurants, canteen kitchens, and the retail trade with around 9,000 different products, had to check incoming invoices from around 150 suppliers and over 200 service providers. This process was paper-heavy and required many manual approvals, leading to inefficiencies and errors. The company wanted to introduce a document management system (DMS) to streamline this process and ensure efficient administrative workflows. They were looking for a solution that could provide more reliability and traceability in the invoice approval process.
About The Customer
Walker Group is a family-owned cheese producer and retailer headquartered in Valais, Switzerland. The company supplies hotels, restaurants, canteen kitchens, and the retail trade with around 9,000 different products. They have well-functioning logistics that ensure reliable delivery, even to remote mountain restaurants. The company has offices in Bitsch, Zermatt, and Martinach. They work with around 150 suppliers and over 200 service providers. The company was looking for a solution to streamline their invoice approval process, which was previously paper-heavy and prone to errors.
The Solution
The company decided to implement DocuWare, a document management system (DMS), to streamline their invoice approval process. The DMS was introduced in May 2020 and was quickly integrated into all departments for invoice approval. The system allows for the archiving of all incoming invoices in a central document pool. Suppliers send about half of the invoices by email, which are archived in DocuWare using drag & drop. Paper invoices are scanned, keyworded in the accounting program, assigned to a clerk or department, and then archived. This automatically launches the workflow. An invoice appears in the task list of the responsible clerk for review. After the invoice is checked and approved, it automatically appears in the accounting software as “released” and can be included in the subsequent payment run.
Operational Impact
Quantitative Benefit
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