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. Received 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, manual systems, employees needing access to the same information at the same time, along with documents being retrieved and refilled on average four times or worse lost, led Smithfields to us.
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, and all paper invoices are scanned and stored too.
DocuWare independently captures the most important index terms right from a document, such as a vendor’s name, invoice date, invoice number and the amount. Invoices are then filed away under these index terms and can be searched using them too. Invoice data is available to view immediately, and can even be viewed from their ERP system. Using Smart Connect, a DocuWare button is placed into their ERR linking the two systems, users never need to leave their familiar system, or look for a paper invoice on someones desk.
The athourisation process has been streamlined as DocuWare compares an invoice with a purchase order in their ERP, and if that data matches, it's forwarded for payment. When it doesn't match, a different process is started with tasks emailed to the appropriate person.
Huge time savings and now employees can focus on more important tasks.
No lost of duplicated 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 set up, meaning staff no longer have to remind colleagues of work waiting to be done.
instead of watching their processes buckled 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.”