Simplifying and automating the document process
Simplifying and automating the document process
Inovativ Logistic, which is specialised in domestic and international transport services, storage, packaging, arrangement, distribution and freight collection, was established in 2012 and is headquartered in Oradea in the northern part of Romania. The high number of invoices with lots of related transport documents were difficult to retrieve. Inovativ Logistic needed an electronic archive which was accessible also from mobile devices along with electronic registration functions. Konica Minolta delivered Document Navigator as a cloud- based-solution for document processing and workflows as well as Office 365 (SharePoint Online) for the electronic archive and electronic registration functions.
Numerous challenges in the invoices process
Inovativ Logistic deals with a high number of invoices, each of which includes several correlated documents. When storing these documents just on paper, the company had difficulties in finding a specific invoice and the whole set of related documents. The documents reach the company via a number of channels (email, courier etc.) and at distinct moments of time. So, registering and putting them in the right place – along with the original invoices – was time-consuming and prone to errors. Retrieving the documents as a set was also a challenge for the company.
A cloud solution that improves the invoice process
Konica Minolta performed a process optimisation analysis in order to propose the right solution for Inovativ Logistic. The invoices are placed manually in a hot folder, from where they enter the automatic processing stage. During processing, each invoice is automatically renamed using a specific mask for easy retrieval afterwards. The invoices are then automatically moved to the right folder of the electronic archive and structured by year-month-day-customer-invoice number.
The correlated documents (order, delivery note, international transport letter etc.) are scanned and sent from the MFP to the corresponding folder just by typing the number of the invoice, picking the document type and confirming the customer name at the MFP.
The file is automatically renamed using an appropriate mask and sent to the electronic archive, where it is indexed with the corresponding invoice number.
In order to achieve quick implementation without complex IT infrastructure requirements, the solution was delivered via cloud using Document Navigator for document processing and workflows and Office 365 (SharePoint Online) for the electronic archive and electronic registration functions.
Many advantages at the customer side
The solution delivers great time savings and reduced error rates in document processing. Documents enter the system in a consistent manner, are stored in an organised workspace and are subsequently easy to find. Retrieving the documents as a set is quick and easy, and the whole process is better managed and monitored. The integration with the existing Konica Minolta MFPs brought a high-level of customer satisfaction, as the necessary workfl ows are started directly from the scanning task. As a cloud-based solution, the archive is available from anywhere, at any time, and it can also be accessed from mobile devices.
Ana Julia Aron
CFO, Inovativ Logistic, Romania
"The solution proposed by Konica Minolta met all our business needs. It has a friendly and easy-to-use interface and we adopted it quickly. We appreciated the professionalism of the whole Konica Minolta team and the attention to our specific needs and requests."
Advantages
- Ease of retrieving the whole set of documents associated with a transport
- Data accessible anytime and from anywhere
- Reduced processing and retrieval time
- Complete set of documents
Challenge
- High number of invoices with lots of related transport documents, difficult to retrieve
- Registering and putting the documents in the right place – along with the original invoices – was time-consuming and prone to errors
- Need for an electronic archive accessible from mobile devices, along with electronic registration functions
Solution
- Process optimisation analysis
- Implementation of a cloud-based-solution using
- Document Navigator for document processing and workflows
- Office 365 (SharePoint Online) for electronic archive and electronic registration functions
- Automatic sending of the documents to the electronic archive, where they are indexed with the corresponding invoice number