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DocuWare > 实例探究 > Kloster Eberbach 基金会利用 DocuWare 简化行政流程
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Kloster Eberbach Foundation Streamlines Administrative Processes with DocuWare

技术
  • 应用基础设施与中间件 - 数据交换与集成
适用行业
  • 教育
适用功能
  • 商业运营
服务
  • 系统集成
挑战
Kloster Eberbach 基金会是一家非营利组织,负责广泛的行政工作,其发票收据工作流程面临挑战。以前通过篮子和文件夹分发邮件的方法意味着发票经常支付得太晚,或者在最坏的情况下,无意中支付了两次。邮件在场地的不同位置分发,从 A 到 B,而且通常无法随时追踪邮件的位置。这种流程缺乏透明度和效率低下,给基金会带来了重大问题。
关于客户
Kloster Eberbach 基金会是一家位于德国的非营利组织。基金会的管理部门在埃尔特维尔镇附近的历史场地上执行各种任务,包括餐饮场所、酒店和博物馆。葡萄酒由姊妹公司生产。修道院始建于 1136 年,现在用于举办众多文化活动和作为会议中心。由于其令人印象深刻的中世纪哥特式建筑,它经常出现在电影或电视中,每年约有 30 万人参观。自 2021 年初以来,Yannick Mueller 被任命负责整个财务、控制和 IT 部门。
解决方案
基金会实施了 DocuWare 来改进发票收据工作流程。每年,基金会都会收到大约 1,500 张发票。现在大约 95% 的发票都是以数字形式接收的;其余的都是扫描的。在基金会的“发票”地址收到包含发票 PDF 的电子邮件后,索引数据(例如供应商名称、日期、总金额和净金额、现金折扣等)会自动生成并与发票一起转发到会计部门,会计部门会检查和后处理数据。然后,它会发送给相应的采购员,通常是采购部门的相关工作人员,以及需要董事会批准的较大金额的其他站点。
运营影响
  • Invoice approvals, which in the past could often take many days or even weeks, are now usually completed within just one hour. In exceptional cases, such as when a technician is involved who is not permanently in the office, it can take a day.
  • As a result, cash discounts can no longer be lost. Reminders or disputes, which are now extremely rare, are resolved immediately, as it is possible to see where things are going wrong in the workflow with just one click.
  • The foundation plans on building out the system for a variety of topics - from correspondence with customers (which is to be transferred to the DMS in 2021) to contract management and the integration of outgoing invoices - process optimization with DocuWare is the obvious choice.
数量效益
  • 95% of the foundation's invoices are now received digitally.
  • Invoice approvals are now usually completed within just one hour.

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