After intensively examining several well-known DMS solutions, DocuWare was given the nod. According to Jørn Engel, member of the management team at Martinsclub and the responsible project manager, this software package was not only ideal because of its functionality – DocuWare’s intuitive user management elevated it above other products. In the coming years, a large amount of existing data will be transferred incrementally into this new central document pool.
Two high-quality Fujitsu fi-7160 document scanners were purchased for their central office, while their existing Toshiba eStudio 347cs and Xerox WorkCentre 6605 or AltaLink C8030 multi-function units in their district offices were also connected. In October 2015, a three-month implementation and test phase started. Supported by DocuWare specialists, a project team analyzed key processes throughout the accounting department and mirrored them in the form of digital workflows. At the same time, an interface was programmed for a proprietary Access application developed by Martinsclub and used as their main business tool. Paper-based invoices are either digitized centrally or at district offices.
Together with electronic inbound invoices, the documents are automatically indexed using the self-learning Intelligent Indexing Service and then shifted into a digital approval/release workflow. After management, the finance director, and affected department heads check over an invoice and approve it by means of a digital stamp, the documents ultimately land back in the accounting department. Depending on the type of invoice, a manual or automatic booking is carried out with the help of their Sage accounting program. The generation, transmission and storage of invoices is handled via their Access solution. After a successful test phase, their digital invoice processing application went into full operation on January 1, 2016.