Previously, the OWI AP department was “all sheets of paper… moving around our office,” said Donna Markey, Automotive Controller for Old World Industries. Even when invoices arrived electronically, they were printed, scribbled with notes, routed by hand and eventually re-scanned into the enterprise system.
Initial efforts to cut off the paper chase only redirected it. “Everything was still moving around via emails,” Markey said, noting delays when coordinators were out of the office. “We needed a solution to say, ‘here are all of the invoices we haven’t processed as well as the reasons why.’” The enterprise also wanted to reduce costs and eliminate payment of duplicate invoices, plus increase productivity by complementing its SAP® S/4HANA enterprise resource planning (ERP) platform.
Following a thorough analysis, OWI worked with OpenText™ Professional Services to implement OpenText™ Vendor Invoice Management for SAP® Solutions (VIM). The project neared completion in early 2020, as international response to COVID-19 forced many businesses to restructure operations.
“That last stretch of the implementation was done remotely,” Markey recalled. The Professional Services team continued to support OWI through screen-sharing, conference calls and notes even though, at the time, no one knew it would be months, not weeks before employees returned to the office. “OpenText was great… it was a pretty huge accomplishment to get so close to the end and have a plan, then have it switch on us at the last second; but, we really couldn’t tell that this wasn’t the plan all along.”
Together with other OpenText products already in place at OWI, the integrated solutions drive the process of receiving, managing, routing and monitoring invoices—without printing a page as they go green and avoid taking any additional process step. The central point of control allows more than 100 OWI professionals to access invoices and related information with ease and immediacy, then—like OWI automotive products—VIM automation keeps things moving for faster resolution, even during the worldwide pandemic.
“Timing couldn’t have been more perfect to get us where we needed to be during a completely remote work environment,” Markey said. “The AP team used to depend on sitting close to each other so to take that away overnight and still be able to do their jobs, they needed the right tools. OpenText definitely provided key tools to continue being able to pay all of our vendors in a timely manner.”