Foundation Administration Freiburg

Automated Invoice Receipt Processing in SAP: Capturing and Processing PDF Invoices in SAP S/4HANA

Company size: 500 employees

Branch: Social Services

Country: Germany (Freiburg)

Challenge: Cross-company code postings, SAP S/4HANA

Used modules for the realisation of the solution: biz²Scanner, biz²ScanServer, biz²DocumentControl, biz²ArchiveServer

Concerning department: Accounting

Project description: Together with our partner ZALARIS Deutschland AG, we have automated the invoice receipt workflow for invoices without purchase orders in SAP S/4HANA for Foundation Administration Freiburg. The customer opted for the inPuncto solution because our software specializes in the invoice receipt workflow and, unlike broad SAP ECM solutions, works with the SAP Workflow Container. This is particularly useful for cross-company code postings, as it allows for flexible processes that do not need to be stopped, canceled, or restarted midway. PDF invoices received via email are captured using OCR/ICR. The extracted data is then matched with the master data stored in SAP, and the workflow for validating, verifying, and approving invoice documents is initiated. A custom adjustment involved generating emails for rejected invoices to the respective scanning operator. Archiving was implemented with the inPuncto archive biz²ArchiveServer.

Usage: Working with the SAP Workflow Container means that cross-company code postings do not need to be stopped, canceled, or restarted; instead, they are flexible and continuous. Another benefit is the inclusion of all process participants in the invoice workflow.

Project Partner: ZALARIS Deutschland AG

Company description: Around 1800, the municipal archivist Ferdinand Weiß unified the more than 100 individual foundations of the time into a single administration to deploy the funds according to the foundation’s purpose. The individual foundations remained legally and economically independent. Today, Foundation Administration Freiburg manages six independent foundations. 500 employees are dedicated to fulfilling the foundation’s purposes (child, youth, and elderly care; promotion and training support; viticulture) and administration. Foundation Administration Freiburg is one of the largest providers of social institutions and support measures in Freiburg.

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