At that time, two teams of approximately 18 staff each handled 2.5 million documents per year, including invoices from approximately 1,800 suppliers. Today, the company receives a total of 4.5 million invoices each year. The company operates under a charge through model, with FSNI receiving and processing all invoices for vendors, which are then charged to stores in a double-sided transaction. The goal was to reduce costs, improve accuracy and deliver a vastly improved service to stores and vendors.
“Our stores are our stakeholders and we essentially provide a service to them. When we recognized an opportunity to improve accounts processing and positively impact store cash flow, we decided to take action to digitize [processes] using OpenText,” said Sharn Gamman, commercial operations process and training manager at Foodstuffs.
With SAP® already implemented within its support center, FSNI chose OpenText Suite for SAP to ensure maximum process efficiency from an integrated solution. At an operational level, this would allow Foodstuffs to combine its structured and unstructured data to provide a meaningful user experience and transform key business processes.
Specifically, FSNI leverages OpenText™ Vendor Invoice Management for SAP® Solutions, OpenText™ Invoice Capture Center for SAP® Solutions and OpenText™ Document Access for SAP® Solutions. The solutions enable the company to digitize the entire invoice management process from document receipt through to payment.
FSNI leveraged OpenText™ Professional Services to implement the OpenText solutions. The team helped review and rationalize processes and provide counsel on best practices based on their experience with other large-scale organizational transformations around the world.
The OpenText solutions enabled FSNI to lower invoice processing costs, reduce the need for physical storage space at stores, decrease time retrieving documents when responding to store and vendor queries and avoid the redistribution of paper invoices back to stores via costly courier services.
It has also helped decrease errors in manual data capture and reduce lost and duplicate invoices. The digitization delivers an improved service to stores and vendors and, with invoices accessible at any time, FSNI can be more responsive. Importantly, it also helps with tax and audit compliance by reducing the risks associated with multiple storage approaches for tax invoices.