Diaconal Work of the Evangelical State Church in Baden e.V.

Electronic Invoice Processing in SAP

Company size: approx. 36,000 employees at around 1,000 locations

Branch: Social Services

Country: Germany (Karlsruhe)

Challenge: Due to the specific organizational structure of the Diaconal Work of the Evangelical State Church in Baden, many custom adaptations had to be made.
Modules used for the solution implementation: biz²ArchiveServer, biz²DocumentControl, biz²ScanServer

Used modules for the realisation of the solution: biz²ScanServer, biz²DocumentControl, biz²ArchiveServer

Concerning department: Accounting

Project description: Incoming paper invoices are scanned into a Share on the biz²ScanServer using a multifunction device. In the biz²ScanServer, the documents are separated by the barcode reader. PDF invoices received by email are also forwarded to the biz²ScanServer. Invoice data extraction from paper invoices and digital invoices is performed by OCR. Custom adaptations were necessary for Amazon invoice numbers because they exceed the maximum length allowed by SAP. After extracting the data, the biz²ScanServer initiates the corresponding invoice workflow in SAP, and processors can handle the invoices via the invoice cockpit. The biz²DocumentControl starts this process by executing the work item in the Business Workplace. The recognized data can be validated, commented on, and approved based on the account type (e.g., project number, event, cost center) thanks to inPuncto’s customization. Subsequently, the documents and additional attachments are securely archived in the inPuncto archive, biz²ArchiveServer. Further adjustments included booking travel expense reports through the invoice cockpit, collective invoices for certain suppliers, and recognizing advance payment documents through OCR along with automatic account coding.

Usage: Thanks to the customized inPuncto add-ons for the existing SAP system, many individual invoice scenarios could be automated.

Company description: The history of Diakonie Baden began with the “Landesverein für Innere Mission,” initiated in 1848 (since 1929, “Evangelischer Landesverband für Innere Mission”). In 1961, the “Evangelischer Landesverband für Innere Mission” merged with the “Hilfswerk der evangelischen Kirche in Baden,” founded in 1945, to form the “Diakonisches Werk der Evangelischen Landeskirche in Baden.” Today, Diakonie Baden is one of the leading associations of independent welfare organizations in Baden-Württemberg and one of 17 state associations of Diakonie in Germany.

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