Heineken Slovakia is a part of HEINEKEN, the largest brewery group in Europe and the second largest in the world. Thanks to the implementation of the SAP-integrated OpenText solution for invoice and contract processing, Heineken Slovensko increased its flexibility, while also cutting the costs of document processing.
The project of electronic approving and archiving of contracts helped optimise the processes in the preparation of investment contracts and shorten the time required for the preparation of each investment contract.
The system also offers added value in the sense of simple and transparent archiving of contracts in a single central database and easy searching for contracts, including records of all the amendments made. The system is absolutely intuitive, which increases the efficiency of each employee.
April 2012
Michal Chudík
Sales Support Manager, Heineken Slovensko
Challenges the customer had to face
Invoices piling up at bottlenecks and causing the risk of delay in payments due to manual invoice processing
Lengthy and non-transparent approval processes by e-mails and in paper form
Uncontrolled transfers of documents between departments
Costly and ineffective processing of received invoices
Risks associated with unsecured access to documents
Possibility of loss of documents due to missing records
Solutions and services provided
OpenText Content Suite Platform
OpenText Capture Center
Sabris Book of received invoices
Implementation
Unification of templates and processes
Investment contracts are drafted based on templates and are then forwarded through the workflow to the relevant employees for supplementation, comments and subsequent approval.
Complete version and revision history of documents is clearly recorded.
Storage in a secure archive
Processed contracts and invoices, along with all underlying documents and scanned signed original counterparts, are stored in a well-arranged directory structure, securely archived and made accessible based on the users’ access rights.
Automatic completion of details
Received hard copy and PDF invoices are processed using the OpenText Capture Center OCR system, which reads header data from the invoices.
Thanks to the machine learning technology, the reading success rate is significantly higher compared to other systems.
Acceleration thanks to SAP integration
The OpenText Content Suite Platform system is integrated with the SAP system. The integration speeds up the acquisition of an invoice in SAP and an immediate overview of its status.
The system allows each user to work with their native application – SAP for accountants, the web browser for general users.
Benefits of our solution
Significant reduction of the amount of manual work and speeding up the processing and circulation of documents
Reduction of paper load due to digitisation of the invoices and contracts
Real-time overview of investment documents
Quick and easy access to all documents
Reduction of the implementation time and the data retrieval error rate thanks to intelligent OCR
Increased security of sensitive information
Documents and links
In Slovakia, HEINEKEN is represented by three companies: Heineken Slovensko, Heineken Slovensko Sladovne and Heineken Slovensko Distribúcia, employing approximately 600 people all over Slovakia.
More information about HEINEKEN can be found at www.heineken.com
