Optimized Invoice Processing

IRIS Partner: GWS

Central invoice processing across multiple sites

Bayer 04 Leverkusen is a famous German soccer club, founded in 1904. They are one of the top teams in the German first division, the Bundesliga. The company behind the club is employing 180 people in different departments, such as: accounting, marketing and communication, ticketing, membership and contract management, merchandising and warehouse, as well as IT and technology. The company receives over 1,300 invoices a month, amounting to over 14,000 a year.

Even though Bayer 04 Leverkusen has many sites, they did not have a central invoice processing system. The invoices arrived at different sites, which was a major challenge. It was time for an optimized invoice processing solution, which is exactly what GWS proposed. Now, the s.dok system by GWS provides an accounts payable processing solution that can be accessed centrally. Moreover, they can now assign authorization which wasn’t possible with paper-based invoice processes.

From an optimized invoice processing solution to a broader data extraction solution

Bayer 04 Leverkusen started with traditional invoice processing, but further developed the system each quarter. They soon realized that the system could be used for other purposes too and started scanning player-, sponsorship- and membership contracts, as well as season ticket subscriptions. In the future, they plan to go even a step further and centrally archive technical contracts.

It works as follows: the mail arrives in the mailroom and the letters are opened. The invoices are taken out and staples are removed. A bar code label (serial number) is stuck on the first page of an invoice. The invoices are scanned and transferred to s.scan. s.scan is based on IRISXtract™, an OCR scanning and data extraction solution. After the scanning process, data is extracted and verified for further transfer to the GWS Sport Lösung. The data is entered and archived in the document management system s.dok. Finally, the data is transferred to the business intelligence software for further business analysis.

For GWS, a major strength of IRIS is that its products can easily be connected to other software. This is important because it guarantees the consistency of the business processes over an extended period of time.

A major strength is definitely the excellent partnership we maintain with IRIS. When we decide to establish a partnership with a company, we strive for a long term one. It is important that the partner’s products can be easily connected to ours to guarantee consistency of business processes.

Helmut Benefader, Managing Director, GWS Gesellschaft für Warenwirtschafts-Systeme

Integrated with:

  • s.dok
  • s.scan

Key facts

  • 14,000 invoices a year
  • Also used to scan contracts and season ticket subscriptions

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