From manual invoices to automated, digital Challenge Solution

evry.com
Customer Reference
From manual invoices
to automated, digital
information
Challenge
Time consuming, manual
handling of all incoming
invoices.
Solution
The standard solution
SmartSCAN Invoice Processor which automated
the company’s invoicing
processes and is directly
integrated with the ERP
platform.
”The story about AAK’s SmartSCAN Invoice Processor implementation is the story of how new technology can free resources, optimize and standardize procedures and processes – and simply
ensure overview and transparency. The solution has paved the way
for increased automation and it has paid off by being both userfriendly, reliable and accessible. I have no objections to the project; we have been guided through a nice and smooth process”,
says Birgitte Janerka, accounts clerk at AAK in Denmark.
Principal advantages
“SmartSCAN Invoice Processor has brought us from paper to electronic invoice handling – fast, easy and secure.
It has freed significant resources and left us with time to handle other more value-adding tasks”.
evry.com
Optimization, transparency, reliability and overview.
About EVRY
With a turnover of about
13 bn NKK, approximately
10,000 employees and
many years of experience
in the market, EVRY is one
of Scandinavia’s leading
IT companies with a
strong local and regional
presence. More than
2,500 of EVRY’s complete
professional team are employed in our consultancy
section. 500 of them are IT
professionals working with
SAP. In Denmark we are
represented by a staff of
approx. 120, all of whom
are mainly focused on SAP.
P +45 7025 2666
AarhusKarlshamn
Extensive paper work
Currently AarhusKarlshamn (A AK) has
production facilities in seven countries in
Europe, USA and Latin America. At the
same time the group operates from various
purchase and sales offices in central locations throughout the world. The head office in Malmø handles about 2.500 invoices
per year while the group’s largest factory,
AarhusKarlshamn Sweden AB in Karlshamn,
takes care of 30 – 35.000 invoices on an annual basis.
”After the merger between Aarhus United
and Karlshamn it became very evident to us
that we not only wanted but also needed an
invoice handling system. Our approximately
30 – 35.000 annual invoices were shipped
back and forth several times, and the result
was loads of paper work that we very much
wanted to do away with”, says Ann Magnusson, accounting manager and project manager for the invoice handling system at A AK
in Sweden.
Modern, simple transactions
”When we revised our previous f low system,
we chose to invite three suppliers to give us a
presentation about possible solutions. EVRY
offered the best system at the best price”, explains Birgitte Janerka of A AK in Danmark.
”The invoice handling solution SmartSCAN
Invoice Processor excelled by having the
most modern and simple transactions – and
by being a fully integrated solution to our
SAP platform”, continues Ann Magnusson.
”We are convinced that we made the right
choice: EVRY has guided us through a
smooth process and has helped us become
so familiar with the solution that we are left
with a system that works well for both the
users, who register invoices as well as the
organisation’s almost 300 approvers”.
Cost control
The concept behind EVRY’s SmartSCAN
Invoice Processor solution is a LEAN hand­
ling of former slow and manual registration
of business documents in the ERP system.
SmartSCAN Invoice Processor recognizes
selected information in business documents,
validates the informa­t ion, and registers and
documents it in the ERP system.
”It is a solution that has given us far better
control over our costs and invoices. Previously we only booked the invoices when they
came back to the accounts and financial
department after having put yellow labels on
all of them, sent them around the organiza-
«In the past we spent many resources following up and
reminding people to report back to us; now SmartSCAN
Invoice Processor provides with us the opportunity of
having a continual overview of all invoices.»
tion for approval and received them with
signature and cost center. Today the largest
part of our invoices is handled automatically
and our working day in now very efficient
and streamlined”.
Making resources available
”In the past we spent many resources following up and reminding people to report back
to us; now SmartSCAN Invoice Processor
provides us with the opportunity of having
a continual overview of all invoices. From
the administration’s point of view the solution has been as successful as expected, and
EVRY has proven equal to the task of giving
us the optimization, transparency and reliability which is an absolute necessity for an
invoice handling solution”, says Ann Magnusson.
”SmartSCAN Invoice Processor has given us
more time and freedom in our working day
to delve deeply and fine-polish details which
we did not have time for before. Almost 70
percent of all documents are auto-­v erified
which means that they pass through the
system without contact with human hands
and manual processes. This frees resources
and makes it possible to focus on other more
value-adding tasks”, says Birgitte Janerka.
evry.com
P +45 7025 2666