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Brückner-Werke KG
Brückner-Werke KG, a leading provider of convenience
products for food manufacturers and institutional
customers for decades, discovered OPTIMAL SYSTEMS’
enaio® while seeking greater convenience – that is, less
effort and greater efficiency – in the area of invoice processing.
For over 100 years, Brückner-Werke KG has been synonymous with high quality in food production. Whether potatoes, vegetables, or herbs – these gently air- and freeze-dried foods provide the food industry and institutional customers with consistently flavorful and nutrient-rich base products for their own production and refinement of dairy products, baked goods, dry soups, and ready-to-eat meals.
The Brückner Group, which operates at four locations across Germany with over 200 employees, includes not only Brückner-Werke KG but also Deutsche Nährmittel Gesellschaft Farmland Food Service KG and FARMGOLD-Vertriebs GmbH. This also presents the group with some administrative challenges. This long-established company sees digital transformation as the key to success and is relying on a flexible and scalable ECM system provided by OPTIMAL SYSTEMS. Brückner-Werke KG began implementing the system where it was needed most – in digital invoice processing.
400+
locations
2.2 billion
Euros in sales
60
years of company tradition
Until now, the processing of incoming invoices has been handled manually at the respective Brückner Group locations. After being reviewed, the invoices were sent by mail to the administrative office in Hamburg, where all accounting tasks including payment and filing – were handled. "With nearly 18,000 invoices a year, that was a huge administrative burden," recalls Thuy Quynh Nguyen, financial accountant at Brückner-Werke KG. "When a shipment containing about 100 invoices went missing during the COVID-19 pandemic, there was a huge outcry in our accounting department," Nguyen continues.
As a result, it was decided to put an end to this paperwork once and for all. A document management system (DMS) is intended to streamline processes and reduce the enormous amount of time and effort required. "We set out to find a DMS that meets our requirements," said Nguyen. The most important criterion was the ability to seamlessly integrate the financial accounting (FiBu) and enterprise resource planning (ERP) systems already in use. When it came to the question of the appropriate interfaces, Brückner-Werke KG ultimately found a tailor-made solution in the enaio® ECM suite by OPTIMAL SYSTEMS.
Project implementation
A vendor file with an invoice processing workflow was implemented for cost accounting at the four Brückner Group locations. “We have implemented a new digital process for cost accounting from the receipt of invoices at the company, through digital invoice approval in enaio®, to the transfer of the posting file to the eGecko financial accounting system,” says Nico Engels, project manager at OPTIMAL SYSTEMS Vertriebsgesellschaft mbH in Hamburg, summarizing the project.
In addition, a (digital) cabinet for archiving accounting documents was set up, and all incoming invoices were integrated into iCas for long-term archiving.
"Thanks to digitization, we were able to virtually eliminate paper filing and reduce the workload especially when it comes to distribution by a good 90 percent," reports Nguyen. "Responsibilities are now stored in the vendor master, and enaio® automatically routes invoices through the approval processes."
This way, nothing gets lost, and everyone can access "their" invoices – anytime, anywhere.
"Thanks to digitization, we were able to virtually eliminate paper filing and reduce the workload especially when it comes to distribution by a good 90 percent."
Thuy Quynh Nguyen, Financial Accountant at Brückner-Werke KG
Brückner-Werke KG uses the electronic archiving of enaio®. This ensures audit-proof and secure long-term archiving.
Automatically read, index, forward and check data: The invoice receipt workflow ensures transparency, flexibility and shorter processes.
Project result
Thanks to this close collaboration, enaio® was implemented at all of the Group’s locations within just six months. The tailored digital invoice processing workflow not only reduces the time and effort required across the organization, but also cuts costs. "The previous costs of our paper-based invoice processing amounted to €105,000 per year", Nguyen reports. "According to our cost-saving projections, digitization will enable us to reduce these costs by €70,000." The investment in enaio® will therefore pay for itself within two years.
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