Inspire Technologies GmbH
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Gold medal for transparent and reliable invoice processing

Olympic games, Eurovision Song Contest or Bambi Awards: Procon Multimedia (PRG) streamlines the processing of incoming invoices with BPM inspire

11,100 athletes from all around the world, 302 competitions, 28 different sports: An international mega event like the Olympic Summer Games not only requires years of preparation and a budget of billions, but also an experienced team of experts to hold it all together in the background. To prevent the athletes and hosts in Beijing from being left in the dark, with not a sound to be heard, the organizers drew on the expertise of Procon Multimedia (PRG), the light and sound specialists from Germany, and for good reason: Procon has a proven track record in staging large-scale events such as the Eurovision Song Contest and the Bambi Awards.


Events like these not only involve a great deal of planning and organization, but also hundreds of invoices. In an effort to reduce costs, minimize incorrect postings, and cut the throughput times for invoices, the event management experts at Procon now use the BPM inspire solution, based on Business Process Management (BPM), to handle every aspect of invoice processing. This software was created by Inspire Technologies, which has already successfully implemented BPM projects in a host of well-known companies.

As a technical full-service provider for the media, entertainment and event industry, with numerous national and international projects under its belt, Procon receives hundreds of invoices every day, each covering two or three pages. 30 percent of these documents can be assigned a single order reference from the Navision and Oracle ERP system. 180 members of staff are involved in the approval process at Procon. "Between 10 and 15 people work almost exclusively on processing incoming invoices," said Dennis Henschel, Head of Financial Accounting at Procon Multimedia. In the past, processing invoices often took a long time, because most of the steps were performed manually. While a paper invoice was being checked, signed for, and posted, it traveled through many departments in the company. On this topic, Henschel said: "This sometimes involved lengthy processing paths and it was not always 100 percent clear where an invoice actually was. We simply had to improve this, and automate the processes." Procon needed an IT-based processing solution for incoming vendor invoices which would improve the task sequence and replace as many manual steps as possible. Processes which previously still had to be performed by hand also needed to be optimized, to ensure users were automatically provided with all the information they needed, as far as possible.


"During the selection process we decided on BPM inspire because this product was best able to fulfill all our requirements," explained Henschel. To achieve this, Inspire Technologies modified its standard solution to meet Procon's specific demands. The standard version of the solution was already able to handle many of the functions involved in automated invoice processing, from entering the documents to posting them to the ERP system. For this reason, adapting it was no problem. Henschel remarked: "Process steps, plausibility checks and escalation scenarios were modeled and implemented step-by-step in an uncomplicated way."


And this is how invoices are processed today: the entire process involves very few work steps: scanning, document recognition, archiving and invoice approval. The "BPM inspire - smart process" process engine controls and monitors every one of Procon's invoicing transactions, centrally and automatically. Missed deadlines, which could lead to cash discount losses, are now a thing of the past. The incoming invoices ledger and a status report for receivables also ensure the required degree of transparency for all invoices. Documents are scanned at a central location in Hamburg, Germany, with no need to handle barcodes separately. Scan profiles, in which various different data recording settings are predefined, can be created to help process a wide range of invoice types. Examples: single-sided or double-sided, rotate automatically or high resolution. The BPM solution's document recognition functions check a number of categories, such as vendor, debitor, date, invoice amount and invoice number. The contents of index fields such as the vendor number or amount are stored during the archiving process. When an invoice is processed, the system is able to identify whether or not it has an order reference. While invoices without an order reference are preentered automatically in Navision and Oracle (the advance posting sheet is used for the monthly balance), invoices with an order reference are not preentered in the ERP system. In this case, the purchase order provides all the necessary information.  Only selected users can access the analyses and statistics functions provided by BPM inspire - smart process's rights management module.


By implementing BPM inspire, Procon was able to automate its entire checking, approval and posting process. "The solution combines tried and tested standard products for extracting and identifying documents with audit-proof document archiving. It also includes functions for effective processing monitoring and process control with access to systems that are about to be integrated. This is exactly how we imagined the project would turn out," explained Henschel, who is a financial accountant. "The new BPM-based software also provides us with the full spectrum of functions we need for automated invoice processing. We were particularly impressed by its exceptional transparency and the comprehensive checking functions along the entire workflow.  The open interface architecture also ensures investment security and reliability of implementation." The uniform, browser-based user interface and central control options even enable Procon staff to approve invoices in Beijing and other project locations without any trouble.


User report download

<media 639 - download_pdf "SONSTIGES, BPM_inspire_Anwenderbericht_Procon.pdf, 223 KB">Anwenderbericht als Download</media>


Publications:

http://www.erpmanager.de/magazin/news_h32741_veranstaltungsspezialist_der_olympischen_spiele.html
http://www.pressebox.de/pressemeldungen/inspire-technologies-gmbh/boxid-208835.html
http://www.insiders-technologies.de/news/news-ansicht/artikel/1005/procon-multimed.html