Successful Case
Real-time visibility and control:
DocuCenter transforms Starglass’s financial management
SECTOR
Industry
STARTING POINT
Starglass managed its financial and supplier invoices through manual and fragmented processes, receiving documents on paper, PDF and other formats.
Posting invoices in SAP required many hours of work, with little global visibility and a slow, inefficient approval workflow.
CHALLENGE
The company needed to transform this model into a digital and centralised management system. The main challenge was to automate the posting of financial invoices.
In addition, the imminent entry into force of the Crea y Crece Law made it urgent to have a system prepared for electronic invoicing, both for incoming and outgoing invoices.
WHAT HAVE WE DONE?
To address this situation, together with our partner Cahoda, we implemented DocuCenter, the ImagineRight cockpit that connects SAP with DocuWare. This solution automates invoice management from start to finish.
1. DocuWare as the entry point
We implemented DocuWare as the platform for receiving invoices in different formats (paper, PDF and electronic). Using OCR, relevant data is extracted and made available for organisation, review and approval through configurable workflows.
In this way, the company gains traceability and control from the very beginning of the process.
2. DocuCenter as the SAP integration hub
Thanks to DocuCenter, we connect DocuWare with SAP, automatically transferring metadata, validating the information and generating postings in SAP without the need for manual tasks.
In addition, it provides a centralised view of the status of each invoice across both systems, allowing users to track the entire lifecycle in real time.
3. Automation of invoice posting without purchase orders
The determination of the general ledger account and cost object for purchase invoices without purchase orders has been automated. This is based on supplier identification and specific text present on the invoice, enabling the corresponding accounting allocation to be assigned automatically.
Furthermore, the solution includes the ability to distribute the total invoice amount across different cost objects according to predefined percentages, optimising the accuracy and efficiency of the accounting process.
4. Regulatory compliance
Finally, the system provides the foundation to support both the receipt and issuance of electronic invoices.
Starglass will be able to connect to private portals, communicate with the Spanish Tax Agency (AEAT) and maintain full traceability of each invoice, thus ensuring compliance with the Crea y Crece Law.
RESULTS
The implementation of DocuWare and DocuCenter has completely transformed invoice management at Starglass. A process that was previously slow and fragmented is now agile, transparent and far more robust in terms of control. These are the main benefits achieved:
High-volume automated
invoice posting
The mapping, enrichment, validation and posting processes carried out by DocuCenter drastically reduce manual intervention.
Invoices, both with purchase orders (PO) and without purchase orders (nPO), are automatically posted in SAP, ensuring data consistency and avoiding duplicates.
Efficient approvals
in DocuWare
The use of configurable workflows with up to five approval levels allows the management of invoice approvals without purchase orders directly in DocuWare.
This has accelerated decision-making and provided greater visibility for each stakeholder within the process.
Regulatory readiness for
electronic invoicing
The solution leaves the DocuCenter connector ready to integrate with e-invoicing portals, enabling Starglass to comply with the Crea y Crece Law for both incoming and outgoing invoices.
Status communication with the Spanish Tax Agency (AEAT) is ensured, together with full traceability of invoices issued to customers and external platforms.
Real-time
visibility
The DocuCenter monitor provides immediate information on the status of each document in DocuWare, DocuCenter and SAP.
This real-time control has improved monitoring capabilities, incident detection and internal responsiveness.
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