The winweb-food software helps with the complicated organization of the flood of paperwork. The initial experiences at Timm Fleisch- und Wurstmanufaktur are positive.
Invoices, delivery notes, product passports, analysis values, condition agreements – the flood of documents in everyday business is very extensive. With an extension of its industry-specific ERP software, Winweb Informationstechnologie GmbH from Aldenhoven near Aachen offers assistance: In the integrated Document Management System (DMS) can all documents be organized quickly, easily and clearly - and thus ensures document-proof storage in accordance with the legal requirements for digital retention.
First, certain types of documents with defined attributes are stored in winweb-food as basic data and are used in subsequent programs, among other things, for evaluation or further processing. “This makes it possible, for example, to specifically evaluate documents marked as article passports, make them mandatory for suppliers, or assign them validity dates”, explains Martin Schummers, Head of Quality Management at Winweb. In addition, there is the option to add your own document types or mark mandatory documents.
This allows documents marked as article passports, for example, to be specifically evaluated, made mandatory for suppliers or provided with validity dates
Combined data records
Documents received electronically are read from the email inbox, imported and attached to the corresponding documents. This means that email invoices from suppliers are read from the mail program via electronic invoice receipt and assigned directly depending on the settings. At Timm Fleisch- und Wurstmanufaktur GmbH in Oberhausen, Managing Director Christian Timm has already introduced this part: “We were one of the first to test the new system and it works: It does what it is supposed to do and is easy to use.”
The barcode printed on the invoice is used to assign the document directly: to the respective receipt or customer, the batch or whatever was defined beforehand.
The company in the Ruhr region, founded in 1956 as a traditional butcher's shop, has developed over the decades into a business that, despite all the modernization and automation in production, relies on traditional artisanal recipes. After moving into modern halls in 2012, production processes and development as well as new products in the convenience sector were on the agenda at Timm.
The product range has continued to evolve and constantly adapts to the requirements of the market. In recent years, the demand for portioned, calibrated or prefabricated products has continued to grow, for meat as well as sausage products. In line with the company motto “Traditional craftsmanship and expertise in combination with modern technology”, digitalization at Timm is anything but a foreign concept.
Barcode recognition handles assignment
Back to the software solution: Scanned documents are also quickly assigned to the correct documents via barcode recognition. Anyone who wants to sign and digitize delivery notes created from winweb-food can print a barcode on them. This is recognized during scanning and in DMS assigned to the appropriate documents with a click. “This means not every delivery note has to be scanned individually, winweb-food also recognizes the documents in a scanned stack and separates them accordingly”, says Martin Schummers. In this way, all documents can be assigned to any location in winweb-food, such as quality reports to batches. For documents that do not originate from the software, the barcode can be printed out by printing a label and stuck onto the document. Even receipts such as telephone or electricity bills can be recorded in the DMS.
Electronically imported files are displayed on the computer and assigned fully automatically to the corresponding documents
Document-proof storage
Text recognition and search are also helped: OCR text recognition lets software process the documents so that incoming invoices are attached fully automatically to the correct receipts and invoice verification is prefilled. The DMS viewer also offers a wide range of filter options for searching documents: Selection by customers and suppliers, by date or document types etc. Missing mandatory documents can also be found this way. All in all, the DMS is a bright spot in the complicated organization of the flood of documents and guarantees document-proof storage in accordance with legal requirements. And Christian Timm is looking forward to what is still to come: “We have not yet tested the invoice verification tool, but I also want to have that first to see what it is like - I am curious”, he laughs.
Images: Timm, Winweb
Published in Fleischerei-Technik
Winweb Content Team
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