1. finance
2. accounting and auditing
3. billing and invoicing

REFERENCE
EASY INVOICE: The invoice receipt
as a competitive advantage
The Infiana Group (previously Huhtamaki Films) is implementing invoice management by EASY SOFTWARE AG
As you once again stand in what feels
corporations are all recognising its
like the longest queue in the super-
benefits: more profit thanks to less
market, it is a good time to think about
lost discount, greater efficiency, secu-
life before the invention of scanners
rity and transparency.
and barcodes. Waiting times become
relative as soon as you begin to ask:
One of the companies utilising this po-
How long would I have to wait if the
tential is Infiana Germany GmbH & Co.
shop assistant had to enter every item
KG. The group, which specialises in
CLIENT
by hand, digit by digit, price by price,
the production of high-quality packa-
Infiana Germany GmbH & Co. KG
into an old-fashioned till?
ging and protective foils, introduced
Zweibrückenstraße 15-25
the enterprise resource planning sys-
91301 Forchheim
The ubiquitous solution used in retail
tem Oracle Financials some years ago.
www.infiana.com
today has become a matter of cour-
The Infiana Group used the ERP solu-
se; and the same can be true of the
tion to reorganise the invoice-related
INDUSTRY
solution for company administration,
testing and clearance process. „It was
Packaging industry
which can be used to increase profi-
a relief when we introduced it. But, in
tability and efficiency. Take the intro-
terms of the current standards, the
SOLUTION
duction of electronic invoicing as an
solution offers considerable poten-
EASY INVOICE
example. More and more companies
tial for improvement in invoice pro-
are beginning to rely on the options
cessing, especially when it comes to
it brings. Medium-sized companies,
­efficiency“, explains Finance Manager
large ­
­
companies and international
­Christian Wallon.
REFERENCE
How can you process over 9,000 invoices per day? EASY invoice processing – It adds up.
EASY INVOICE
Automated workflow: Fast and efficient
clearance and archiving, and could re-
Invoice processing used to be a painsta-
lieve the burden on members of staff.
kingly slow job. From inputting the
Perfect compatibility with Oracle Fi-
EASY INVOICE has created a faster and
header and position data to comparing
nancials, greater efficiency and opti-
more secure invoice processing at the
the totals with the quotes in the ERP
mised processes were as important as
Infiana Group Germany.
system, to tax obligations. If the goods
a modular, scalable structure – freight
were not received, the situation also
invoices and electronic invoices were
had to be clarified with the purchasing
also to be incorporated into the process
department. Then there was the ar-
at a later date.
chiving in the paper archive: The processes were stored in the accounting
The Infiana Group opted for EASY
department for two years, and then
­
SOFTWARE AG following the tendering
they spent a further eight years in the
process. Not just because the EASY
filing department.
solution fulfilled all of the require­
ments. „A project like this is more than
„The invoice management and boo-
just an IT project. It involves colleagues
king was basically a tiring and fiddly
from invoicing, purchasing, logistics
task and, as such, it was ineffective,
and IT. It is important that the che-
non-transparent and prone to errors.
mistry is there as well as the technical
Errors that simply had to be eradicated
expertise. When it came to the project
in view of operational and legal secu-
team from EASY, it was immediately
rity“, according to Wallon. In order to
clear that this would not be a problem“,
achieve this, all of the bookings and
explains Wallon.
account assignments were checked by
hand the following day.
The project began at the beginning of
2010: The servers were reconfigured
Main requirement: Automation
before extensive tests were carried
In 2009, the Infiana Group began the
out on the master data in order to be
search for a software solution that
able to just transfer clean, high-quality
could automate the invoice checking,
data sets to the new system. The third
REFERENCE
step saw EASY SOFTWARE AG develop
EASY INVOICE reads the contents of
a draft workflow, which was then cons-
the invoice and checks it: Thus, for ex-
tantly adjusted to suit the needs of the
ample, EASY INVOICE can recognise
client together with the Infiana Group.
the associated order and can identify
The reason: EASY INVOICE allows for
incorrect unit quantities, and individual
extensive customisations in the work-
and total prices. Duplicate invoices, in-
flow itself: from automated creditor
correct invoice numbers and incorrect
recognition using account numbers to
invoice dates are identified. In addition,
authorisations for invoice approval to
the system also checks the invoice in
escalation rules if an error is found wi-
line with §14 of the Value Added Tax Act.
thin an invoice. Once the workflow had
been defined, the next step was to inte-
If the invoice is correct, EASY INVOICE
grate EASY INVOICE into Oracle Finan-
transfers the corresponding posting re-
„Our invoice processing is faster than
cials. This was achieved with the help
cord to the ERP system, which can be
ever thanks to EASY.“
of an interface developed by the Infiana
immediately processed so that discount
Christian Wallon, Finance Manager
Group on the basis of IBM Cognos. The
periods can be adhered to.
final step was to carry out extensive
testing before the system could finally
EASY INVOICE is currently processing
be given the green light for operation
around 22,000 invoices per annum for
within the specified time frame.
the Infiana Group. The invoice archive
can be accessed at all times directly
Slimline and fast: EASY INVOICE in
from Oracle Finance. Everything also
operation
went to plan in terms of the system‘s
Incoming paper invoices are now trans-
further development: Since 2012, EASY
ferred to an automated workflow. From
INVOICE has also been checking and
this point onwards, they are stored in the
archiving freight invoices and corres-
system and can be viewed at any time –
pondence. In addition, the company has
in line with the appropriate authorisa-
now gradually switched to invoicing its
tions. At the same time, they are archi-
suppliers by email. An extension to the
ved in an audit-proof way, thus making
system has meant that EASY INVOICE
paper copies unnecessary.
can now process, check and archive
REFERENCE
The benefits
n
n
n
n
have an audit-proof archive, without
same way as it can paper invoices. Thus
the need for a paper archive. Efficien-
every­thing runs smoother and quicker.
cy in invoicing and in the other affected
departments has increased massively.
EASY INVOICE records all
purchase invoices and extracts
„We are very pleased. Everything has
And, finally, the large-scale eliminati-
all of the relevant data
gone to plan in both the introductory
on of manual tasks combined with the
EASY INVOICE is the cockpit for
project and its further development“,
clear processes has noticeably impro-
all invoice processes
summarises Christian Wallon. „With
ved staff motivation. Our invoice pro-
EASY INVOICE controls all
EASY INVOICE we have achieved gre-
cessing is, therefore, faster and better
clearance processes
at improvements in processing times,
than ever. EASY INVOICE quickly paid
EASY INVOICE guarantees audit-
transparency and error rates. We also
for itself.“
proof archiving
n
PDF invoices received via email in the
EASY INVOICE acts as a connector
to Oracle Finance on the basis of
IBM Cognos
EASY SOFTWARE AG
Am Hauptbahnhof 4
D-45468 Mülheim an der Ruhr
Telefon: +49 208 45016-0
E-Mail:[email protected]
Internet:www.easy.de