Caritas Association of the Archdiocese of Munich and Freising e.V.

Automated invoice processing in SAP for invoices without reference to the order

Company size: approx. 7,200 permanent employees and about the same number of volunteers in more than 350 regional institutions and services

Branch: Social Work

Country: Germany (Munich)

Challenge: Automation of the invoice processing based on transfer orders (with and without electronic release)

Used modules for the realisation of the solution: biz²Scanner, biz²ScanServer, biz²DocumentControl

Concerning departments: accounting

Project description: The Caritas Association of the Archdiocese of Munich and Freising has been using SAP add-on software from inPuncto since 2013 to automatically process paper and e-mail PDF invoices without a reference to the purchase order. In order to automate the workflows, the scanner client biz²Scanner, the inbox processor biz²ScanServer with OCR recognition and the workflow tool biz²DocumentControl were implemented in the existing SAP system. The invoice is released according to a release matrix in accordance with the invoice amount and the four-eyes principle. Process participants can also be included in the approval process via e-mail and the validation can be done offline.

A special feature for the Caritas Association of the Archdiocese of Munich and Freising is the automated activation and assignment of signed SEPA forms to the respective debtor.

Usage: Incoming paper and e-mail invoices can be captured individually or in batches, read out via OCR and assigned to the corresponding business object via the barcode. The invoice processing is thus significantly faster and the individual processing steps can be traced at any time in the SAP invoice book with Cockpit.

Project partner: ZALARIS Deutschland AG

Company description: The Caritas Association of the Archdiocese of Munich and Freising e.V. was founded in 1922 by the Catholic Elisabethenvereinen, Vinzenzvereinen and welfare institutions in order to be able to better help people in need. Today, the Caritas Association of the Archdiocese of Munich and Freising e.V. as the sponsoring and umbrella organization of the Catholic Church is the largest social employer in the Archdiocese of Munich and Freising (Upper Bavaria). The permanent and volunteer workers offer in the over 350 facilities and services a variety of social services for people of all ages, social classes and denominations.

Here you can read the reference story “Automated invoice processing in SAP: Caritas Association” as PDF.

Contact us today – we are on your disposal!