{"id":9039,"date":"2025-11-28T11:42:08","date_gmt":"2025-11-28T10:42:08","guid":{"rendered":"https:\/\/www.imagineright.com\/?post_type=servicios&p=9039"},"modified":"2025-11-28T12:37:05","modified_gmt":"2025-11-28T11:37:05","slug":"successful-cases-aerotecnic","status":"publish","type":"servicios","link":"https:\/\/www.imagineright.com\/en\/successful-cases-aerotecnic\/","title":{"rendered":"Successful cases – Aerotecnic"},"content":{"rendered":"\t\t
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Successful Case<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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When efficiency takes off:\n\nAeroTecnic transforms its invoice management with DocuCenter and DocuWare<\/span><\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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SECTOR<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Aeronautics<\/b><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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STARTING POINT<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Aerotecnic received around 12,000 invoices per year,\nboth on paper and in electronic format.\nThe workflow was entirely manual:\nEl flujo era totalmente manual:

\n- Approvals via emails and shared folders,\nwith between 1 and 5 approvers.

\n- Manual posting in SAP (MIRO\/FB60),\nafter checking purchase orders and items one by one.

\n- Scattered communication in case of incidents.

\nThis model generated slow processes, high\nadministrative load and virtually no traceability.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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CHALLENGE<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The challenge was clear: streamline a process that had\nbecome a major bottleneck. Manual management not only\nlengthened processing times, it also increased the risk\nof errors, hindered the control of price, quantity or\ncurrency discrepancies, and scattered communication\nacross endless email chains.

\nTo improve, it was necessary to centralise\ninformation, provide real traceability to the process\nand, above all, minimise repetitive tasks that consumed\nso much effort from the team.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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WHAT HAVE WE DONE?<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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To resolve this situation, we implemented DocuCenter, ImagineRight\u2019s\nproprietary cockpit that connects SAP with DocuWare. This solution\nallows end-to-end automation of invoice management:<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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1. Automatic matching with purchase orders<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Invoices with detailed line items including purchase order and\nitem number are automatically matched with SAP, achieving a\nvery high rate of automatic posting and precise control of\nprice and quantity discrepancies.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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2. Workflows for special invoices<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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In DocuWare, we configured a workflow that links suppliers with\nresponsible departments. Each invoice can be approved, rejected\nor returned to the supplier with full traceability of the reason,\nand when a purchase order is missing, the task is automatically\nassigned to Purchasing or Finance.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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3. Continuous integration with SAP<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Thanks to DocuCenter, invoice data is exported to SAP every\nfive minutes and the updated status is sent back to DocuWare,\nensuring synchronisation between both systems.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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4. Incident management by responsible areas<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The system automatically assigns each discrepancy to the\nappropriate area: Finance (company code, supplier, currency,\nduplicates), Purchasing (price or quantity differences),\nWarehouses (missing goods receipt), Service Purchasing\n(service-related incidents) or other departments such as IT,\nHR or Health & Safety, as applicable.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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5. Enrichment and validations<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Before posting, the system completes key information\n(posting date, document type, FI company code, supplier number,\ntaxes) and applies critical validations:

\u2022 Matching of company code, supplier and currency between PO and invoice

\n\u2022 Duplicate detection (date, VAT number and invoice number)

\n\u2022 IBAN validation against the supplier master

\n\u2022 Goods receipt verification on POs and items

\n\u2022 Posting simulation to verify price and quantity tolerances<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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RESULTS<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The implementation of DocuWare and DocuCenter has completely\ntransformed
invoice management at Composite and AeroTecnic.\nA process that
was once slow and fragmented is now agile, transparent\nand far more robust.
These are the main benefits achieved:<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Massive
automatic posting<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The inclusion of detailed line items with purchase order and\nitem number enabled a very high rate of automatic posting in SAP,\nminimising manual intervention.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Reduction of errors
and reprocessing<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The validations integrated into DocuCenter significantly\nreduced posting errors and avoided duplications.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Full
traceability<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Each invoice can be consulted at any time, with complete visibility\nof its status and the responsible person at each stage.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Stronger
control<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The supervision of prices, quantities and banking data is now\ncarried out in a structured and more reliable manner.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Optimised
invoice approval<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Structured workflows allow invoices to be approved, rejected or\nreturned in less time.<\/span><\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Other Successful Cases<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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