Farm Dairy, producer of daily fresh dairy products, processes 6,600 invoices annually with a combination of Exact Globe, Ultimo and ImageCapture. Thanks to this digital solution, the company has full control over the flow of invoices, direct insight into costs, and greatly improved efficiency in invoice and procurement management.
Farm Dairy optimizes invoice processing and procurement management
Go to the story 3
Farm Dairy, based in Lelystad and a supplier of daily fresh dairy products to Dutch supermarkets since 1999, processes 200 million kilograms of milk annually from local, sustainably operating farms. Efficiency is crucial for Farm Dairy, which translates into ongoing investments in automation.
To achieve more streamlined invoice processing, the company integrated ImageCapture with their ERP system Exact Globe and asset management system Ultimo. Michael Sterenberg, responsible for finance and ICT, and Anneke Wessel, working in financial administration, share how this combination has helped Farm Dairy gain more control over invoice flows and more insight into costs.
Invoices per year
Years active
Staff
The challenge *
Farm Dairy processed invoices for technical procurement and maintenance manually, which led to delays in approvals and inefficiencies. Paper documents and physical approvals caused extra work for administration, which had little insight into the current status of technical invoices. The manual process prevented quick and complete completion of cost statements by period.
We now have the invoice flow very well under control, we have insight into the costs and we can complete a period much faster.
The process/method
When optimizing their invoice processing process, Farm Dairy, in consultation with Scan Sys, opted for the link between Exact Globe and Ultimo via ImageCapture. Because a standard link with Ultimo did not yet exist, it was developed together with Scan Sys to meet Farm Dairy’s specific needs. This customization gave Farm Dairy the opportunity to integrate all major requirements and fully automate the invoicing and approval workflow.
The new workflow ensures that incoming invoices are immediately recognized, recorded and validated. Invoices for raw materials and technical procurement are now digitally accessible to technical services and other staff, who can view and approve the status of orders or service orders at any time. This fully digital approach reduces delays and ensures that invoices move quickly and conveniently through the organization, with automated notifications for approval rounds.
The result
Full insight into invoices
Invoices are always and everywhere visible within the organization. This increases transparency and improves control over the cost flow.
Faster shutdowns
With a streamlined invoice flow, finance can close periods faster, while cost management is significantly improved.
Direct document access
Technical staff have instant access to all necessary documents, which saves a lot of time and makes for more efficient work processes.
Less paper, smoother audits
The digital approach has greatly reduced paper usage. Auditors and internal audits benefit from the simplicity of digital documentation.
Michael Sterenburg
Farm Dairy, Financial controller
What's next?
Farm Dairy is now investigating further optimization of the goods receiving process so that the invoice processing is even more efficient. As Anneke Wessel, who works in financial administration at Farm Dairy, says, “If we could improve that process even more, it would be really great. Farm Dairy is committed to ongoing digitization, with Scan Sys as a reliable partner for further automation and insight into their processes.
Solutions used
Invoice processing
Booking, checking, filing and approving purchase invoices is a process that requires a lot of time and attention. Not only is manually processing invoices time-consuming, it is also very error-prone.
Learn more
Procurement Management
Many organizations do not have visibility into their internal costs until they receive the invoice. An automated procurement process provides greater efficiency and control of your internal costs, from requisition to payment.
Learn more
More customer stories?
Read more inspiring customer stories and discover how our software solutions empower service professionals in their growth and success.
Want to know more?
Leave your information with ons, and we’ll be in touch!