Post invoices in just one day

Transcription

REFERENCE
Post invoices in just one day
Thanks to EASY software, employees can now process invoices significantly faster and in a more transparent manner
Before, when you asked someone for the
Turkey. The company headquarters are
way, there were two possible answers:
in Burgwedel near Hanover. The ma-
Either they knew the way, or they didn‘t.
nagement runs the 1,900 German stores
Today, thanks to GPS, all you need is a
centrally from this location. In addition,
quick look at your phone and you have
Rossmann has a central warehouse in
all the information you need. And even if
Landsberg near Halle an der Saale, and
you are out and about in a city that you
several regional warehouses to supply
CLIENT
don‘t know, your smartphone can guide
the network of stores.
Dirk Rossmann GmbH
you through the streets. What does all of
Isernhägener Straße 16
this have to do with the Rossmann chain
The challenge: Invoice production
30938 Burgwedel
of chemists? A lot!
The size and diverse branches of the
www.rossmann.de
company represent a challenge for the
Dirk Rossmann GmbH is the se-
bookkeeping, as costings are made in
INDUSTRY
cond-largest chain of chemists in Ger-
all departments and at many locations
Drugstore chain
many, and it is amongst the ten most
without order references. In principle,
important food retail outlets in Germany
transactions are not posted until they
SOLUTION
by turnover. The owner-managed com-
have been checked and approved in the
EASY CAPTURE Classic
pany was founded in 1972 and remains
departments at the Burgwedel premi-
EASY XTRACT (für Verify)
majority owned by the Roßmann family.
ses. As a result, in the past it could take
EASY DOCUMENTS
With 17,000 drugstore products – inclu-
as long as several days for an invoice
EASY ENTERPRISE.x
ding 8,000 from the core ranges of per-
to arrive in Burgwedel to be posted.
fume, cosmetics and care products –
„Sometimes the bookkeeping depart-
Rossmann offers its customers an ex-
ment didn‘t find out about invoices until
tensive range of items. The company
a supplier called or a demand notice ar-
has 28,000 members of staff in Germa-
rived through the post“, recalls Sandra
ny alone; and there are also branches in
Neufeld, head of the financial book-
Poland, the Czech Republic, Albania and
keeping department.
REFERENCE
EASY products
Long repayment periods „devoured“
Farewell to island solutions
discounts
During CeBIT 2010, the company sear-
Extensive analyses brought the full
ched for suitable providers and finally op-
EASY CAPTURE Classic
extent of the predicament to light:
ted for EASY SOFTWARE AG. „The EASY
EASY XTRACT (für Verify)
Paper invoices led to repayment peri-
solution comprising CAPTURE Classic
EASY DOCUMENTS
ods of ten to 14 days. Neufeld: „There
and EASY XTRACT especially impressed
EASY ENTERPRISE.x
was no hope of discounts. And, quite
us in terms of scanning and capturing
apart from that, the bookkeeping staff
quality. In our tests, no other provider
had to keep checking where the invoice
achieved a comparable level of reliability
was in order to be able to provide in-
when it came to sorting the invoices. Stra-
formation or to settle the account.“ Se-
tegic aspects also played a role: There
arching for an invoice was, therefore,
had not been any standardised approach
comparable to looking for an address
to processing costings up to this point. A
in the middle of a big city – without a
system was required that could be used
map and without GPS.
to display more workflows than just in-
The company
in figures
Rossmann is growing fast: The company
voices, and that could be expanded with
appears twice in the comparative study
entitled „Global Powers of Retailing 2013“
The „two-person review principle“
additional modules and extensions.“ Neu-
by the consultancy firm Deloitte: at position
A solution was needed: Rossmann
feld: „We didn‘t just want to buy one new
36 for the most rapidly growing retailers
decided to set up a digital system to
tool for everything; instead we wanted to
and at position 132 for the 250 largest
create greater transparency and to
introduce a more flexible tool. That is why
retailers in the world. The Rossmann own-
speed up invoice processing. And the-
we chose EASY DOCUMENTS.“ For the
brand products are a key to the company‘s
re was another important objective: To
audit-proof filing, the company also opted
success. They were first introduced back in
ensure the „two-person review prin-
for EASY ENTERPRISE.x.
1997. Today, own-brand products make up
ciple“ in the approval process. For,
more than 4,000 items. And they all clearly
with 600 colleagues in 31 departments
Greater transparency and a more
show the logo of the company. It depicts a
tasked with checking invoices at the
secure workflow
centaur; half man, half h
orse. The mythical
headquarters and at the warehouses,
With the help of this modularly designed,
creature from Greek mythology is symbolic
it was sometimes difficult to attribu-
web-based and, thus, location-indepen-
for the name of the founding family: Ross-
te a countersignature on paper with a
dent workflow, the bookkeeping depart-
Mann („Ross“ means „steed“ in German).
concrete person.
ment at Rossmann freed itself from
REFERENCE
time-consuming research. It works like
Data quality correct
a GPS system in a city jungle: You al-
„In principle, we do everything that we
ways know where an invoice is located.
used to do on paper, only now we do it
As soon as an invoice arrives by mail, it
directly in the workflow. Checking, ac-
is scanned in and automatically sorted
count assignment or stipulating the
in Verify. EASY DOCUMENTS utilises the
posting schedule, for example. There
master data from the Datev database
is no need for manual entering in Datev
for this. Using the specific file referen-
thanks to the workflow interface. And
ce, the workflow forwards the invoice
our expectations in terms of capturing
to the respective specialist department,
quality have been met: The identification
which has one week to process it – then
of the header and position data in Verify
the first reminder is sent via email. The
is predominantly good and the invoices
checking by the responsible administra-
generally flow through the workflow
„In principle, we do everything that we
tor and the subsequent approval by the
without any problems“, states Neufeld.
used to do on paper, only now we do it
manager is audit-proof and reliably en-
directly in the workflow – whether it be
sures that the „two-person review prin-
60,000 invoices in ten months
checking, account assignment or stipu-
ciple“ is put into practice.
Not all departments have been connec-
lating the posting period.“
ted up to the workflow yet. In order to
Sandra Neufeld, Director of Accounting
Audit-proof filing included
EASY
DOCUMENTS
compares
realise an earlier production operation,
the
Rossmann did not integrate the con-
relevant authorisation structures with

struction and building management
an independent Rossmann database
divisions until the beginning of April
outside of the workflow on a daily b
asis.
2015. Despite this, the bookkeeping de-
And, as soon as approval has been pro-
partment has been working with EASY
vided and a last check of the account
DOCUMENTS since it was introduced in
assignments has taken place by the
March 2014, and had processed around
bookkeeping department, the workflow
60,000 incoming invoices by the turn
exports the posting to Datev. Then EASY
of the year. This figure will double, as
ENTERPRISE.x ensures an audit-proof
soon as the construction and building
filing. Access to the archive is protec-
management departments are also in-
ted by access rights: The bookkeeping
corporated in the system. At the same
and auditing departments have access
time, invoice processing has accele-
to all the data. The respective specialist
rated massively. The processing time
departments are only authorised to view
for an invoice has fallen from ten to 14
those invoices that were processed in
days to six days – and it could get even
their business divisions.
quicker in theory: „There are depart-
REFERENCE
HEADQUARTER
GERMANY
EASY SOFTWARE AG
Am Hauptbahnhof 4
D-45468 Mülheim an der Ruhr
Phone: +49 208 45016-0
Email:[email protected]
Web:www.easy.de
SUBSIDIARIES
AUSTRIA
EASY SOFTWARE GmbH
Sebastian-Kneipp-Straße 12
A-5020 Salzburg
Phone: +43 662 461546
ments who manage it in three days –
blished key users in each department,
and a one-day processing time is reali-
who are on hand to provide assistance.“
Web:www.easy-austria.at
stic in some individual cases“, explains
Neufeld.
A project with adaptability
The launch proved to be rather complex.
GREAT BRITAIN
EASY SOFTWARE (UK) PLC.
Efficiency even without file references
Following the initial start in 2010, Ross-
Reflection House, The Anderson Centre,
Research in the case of demand notices
mann opted for the project to be restar-
Olding Road, Bury St. Edmunds
is now also more convenient and effi-
ted in mid-2012 due to the considerable
Suffolk, IP33 3TA, UK
cient. It is, for example, possible to se-
need to alter the specific circumstances
Phone: +44 1284 727870
arch by company name, invoice number
on location. In addition, the compa-
and creditor number; or to display all of
ny tested the workflow in great detail,
the invoices from a specific period. „If an
which led to a delay of around one year
Web:www.easysoftware.co.uk
invoice is especially urgent, the central
for the project time. But the work was
SINGAPORE
bookkeeping department can find out who
all worth it: The workflow is stable and
EASY SOFTWARE
has the invoice on their desk (or desktop)
the satisfaction of the users continues
at that moment and can ask after it; even
to grow. The sorting of well-structured
without file references and with just a very
invoices in Verify; the automatic distri-
limited amount of information.“
bution using file references; and the
(ASIA PACIFIC) PTE. LTD.
4 Battery Road
Bank of China Building, #25-01
Singapore 049908
Phone: +1 610 3508677
Web:www.easy.de
TURKEY
EASY SOFTWARE Türkiye
Phone: +90 216 53774 50
Web:www.easy.de
USA
EASY SOFTWARE INC.
102 Pickering Way, Suite 503
Exton, PA 19341 USA
Phone: +1 610 240 9260
Web:www.easysoftware.us
extensive search options have all imWell accepted by the staff
pressed. „For 2015, we are planning to
Most of the 600 members of staff who
incorporate the construction and buil-
use the workflow have been able to use
ding management departments into the
the new system straight away without
incoming invoices workflow. An impro-
any problems. „For us, it was important
ved absence management will also be
that the system offered sufficient per-
established, so that invoices can be pro-
formance for this number of users, and
cessed during the holidays“, explains
that the user interface is user-friendly.
Sandra Neufeld. As such, the introduc-
We were able to achieve both goals with
tion of the incoming invoices workflow
EASY. Some colleagues who only rarely
at Rossmann has been a success story.
process invoices have had difficulties
And, one that – experience suggests – is
understanding the system due to them
still a long way from being over.
not having a routine. But we have esta-