With several branches in Vienna, the processing of incoming invoices was complicated for a long time for the Academy of Fine Arts Vienna. With our digital solution, incoming invoices can now be processed and released independently of location, more flexibly and thus faster overall.
The Academy was looking for a solution to centrally manage and simplify the processing of incoming invoices. Our smartWorkflow solution convinced them due to its automated data extraction and user-friendly digital approval workflow.
Three different process flows were defined and set up in the project. For invoices with a PO reference, the accounting department can be selected directly as the responsible processing point. Alternatively, invoices are first submitted to the purchasing department and then passed on to the accounting department after it has checked them. Invoices without a PO reference can be manually assigned to a person or group in the Verifier. In this case, they decide on the further necessary approvals or responsible persons. In the last step, all invoices are given an SAP booking number by the accounting department, a second user checks this information and then releases the invoice.
With smartWorkflow, various customer-specific logics and a flexible authorisation management can be implemented. The solution optimally supports the approval process through its intuitive user interface, the integrated display of documents and a direct chat function.
All invoices are also provided with a report containing the relevant meta data for later digital and audit-proof archiving. This archiving takes place after setting up the corresponding interface in SAP. This enables legally compliant, digital archiving that meets the GoB.
More joint projects are planned for the future. Among other things, various document types, such as holiday applications, are to be managed with the smartWorkflow module for general documents. Our approval workflow proves to be flexible and adaptable to the requirements and can be used for different applications.