University Medical Center Göttingen (Universitätsmedizin Göttingen)

Automation of the capture and processing of supplier invoices in SAP

Company size: approx. 7, 000 employees

Branch: healthcare

Country: Germany (Göttingen)

Challenge: Shortening of the processing time of delivery invoice, so that all invoices can be paid within the discount period.

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

Concerning departments: accounting, purchase

Project description:  UMG has been using inPuncto’s SAP add-ons to speed up the processing time of supplier invoices since 2007. For this, invoice entry was automated by reading out the invoice data with the incoming invoice processor biz²ScanServer via OCR and comparing them with the order data stored in SAP. Thus, several orders can be assigned to an invoice. To automate the invoice processing with the workflow management tool biz²DocumentControl, an audit and release workflow was set up taking account of the existing SAP Business Logic (release possible at billing and invoice item level). The invoice approval can take place according to the requirement for two signatures with a preconceived factual examination and contains the possibility of an escalation concept. Invoice releases can be made via SAP and via e-mail (Outlook). The audit-secure archiving of scanned paper invoices takes place in compliance with legal regulations in the existing File-Net archive.

Usage: Cost advantages by exploiting shorter discount periods, speeding up the process of machining.

Company description: The University Medical Center Göttingen includes the Medical Faculty of the Georg-August-University and the University Hospital Göttingen. Through close cooperation, patient care, teaching and research are organizationally anchored. The history of the University Medical Center Göttingen dates back to 1390, when the Hospital St. Crusis was founded at the Geismartor. In 1752 the hospital was taken over by the University of Göttingen and converted into a teaching hospital of the medical faculty in 1793. Over the years, more and more hospitals with different emphases were added. Today, more than 40 clinics with numerous polyclinics and specialist consultations belong to the UMG, which cover a wide range of special disciplines in diagnostics and therapy. The UMG is also a central hub in the medical care of the region of southern Lower Saxony and there also the largest employer. The provider is the Public Law Foundation (University Medical Center Göttingen (Stiftung Öffentlichen Rechts (Universitätsmedizin Göttingen)).

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