Smithfield Foods Ltd. is part of Smithfield Foods Inc., the largest pork processor in the world. The Smithfield Foods group provides market leading brands and private-label items in numerous countries across the globe.
Smithfield’s accounting department receives more than 12,000 incoming A/P invoices annually which were manually processed before engaging with us.
Incoming invoices were compared with open orders in their ERP system and if they matched, were marked for payment.
Payment runs were every 14 days so multiple folders were created to keep a track of this.
Invoices that didn't match were put in a separate folder and manually taken to another department to be dealt with.
Space and manual systems were becoming a problem.
Employees in different locations needed access to the same information and documents were being retrieved and refilled on average four times. Worse still, documents were sometimes lost.
All this led Smithfields to us to improve their document storage and access, while removing errors caused by manual processes.
Smithfields digitised their entire Accounts Department, with a document management system at the heart of their workflows.
Emailed invoices that were once printed out are now stored directly from outlook into DocuWare. All paper invoices are scanned and digitally stored too.
DocuWare independently captures the most important index terms right from a document, such as supplier name, invoice date, invoice number and the cost.
Invoices are then filed away under these index terms and can be searched for using them.
Invoice data is available to view immediately and can be viewed from their ERP system.
Using Smart Connect, a DocuWare button is placed into their ERP linking the two systems. Users never need to leave their familiar system or look for a paper invoice lost on an employees desk.
The authorisation process has been streamlined as DocuWare compares an invoice with a purchase order in their ERP.
If the information matches it's forwarded for payment. If it doesn't, a separate process starts with approval tasks emailed to the appropriate person.
Huge time savings and now employees can focus on more important tasks
No loss or duplication of documents
Smithfield no longer need their external paper storage, saving them £3,000 per year
Increased efficiency in approving invoices, as DocuWare automates a bulk of the process, following Smithfields internal approval limits
Automated tasks, meaning staff no longer have to remind colleagues of work waiting to be done
Instead of watching their processes buckle under the pressure of expansion, Smithfields took action and looked for a new solution. We worked with those employees effected the most to provide the best solution to meet their needs.
recaptured, normally spent searching and storing documents.
costs per month, with further savings on paper, ink and printers.
“Thanks to our DMS, we are saving a lot of the time normally spent on searching and storing documents, basically the work of one part-time employee. This means that we were able to reach our aggressive growth goals with our existing resources.”