Organizing documents
The winweb-food software helps with the complicated organization of the flood of documents. The first 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 helps out: In the integrated Document management system (DMS) can all documents be organized quickly, easily and clearly - thus ensuring legally compliant archiving in accordance with the statutory requirements for digital retention.
First, certain types of documents with defined attributes are stored in winweb-food as basic data and used in subsequent programs, among other things, for evaluation or further processing. “This allows documents marked as product passports, for example, to be evaluated specifically, made mandatory for suppliers or provided with 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 evaluated specifically, made mandatory for suppliers or provided with validity dates
Bundled data records
Documents received electronically are read from the email inbox, imported and attached to the corresponding documents. This allows email invoices from suppliers to be read from the mail program via electronic invoice receipt and assigned directly depending on the setting. Managing Director Christian Timm has already introduced this part at Timm Fleisch- und Wurstmanufaktur GmbH in Oberhausen: “We were among the first to test the new system and it works: It does what it is supposed to do and is easy to use.”
Using the barcode printed on the invoice, the document is assigned directly: to the respective document 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 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 Timm's agenda.
The product range continued to develop and is constantly adapting to the requirements of the market. In recent years, the demand for portioned, calibrated or prefabricated products has grown ever greater, for meat as well as for sausage products. In keeping with the company motto “Traditional craftsmanship and expertise in combination with modern technology”, digitalization at Timm is anything but a foreign concept.
Barcode recognition takes over 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 DMSassigned 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 records 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 appropriate documents
Audit-proof archiving
It also helps with text recognition and search: OCR text recognition lets software run over the documents so that incoming invoices are attached fully automatically to the correct records and invoice verification is prefilled. The DMS viewer also offers a wide range of filter options to search for 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 ensures legally compliant storage of documents 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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