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