The invoice receipt workflow – innovative solutions for wholesalers

Challenges of a complex industry

The wholesale sector is facing numerous challenges that require not only continuous adaptation but also innovative solutions. Rising customer expectations in terms of faster delivery times and transparent processes are putting pressure on the industry to constantly improve its service standards. What’s more, supply chains are often complex and fragmented, which can lead to stock shortages and increased operating costs. Intense competition is forcing wholesalers to constantly look for ways to reduce costs and at the same time create added value for their customers. In addition, regulatory requirements pose an ongoing challenge, as they require extensive documentation and compliance. Increasing efficiency and reducing costs are also of central importance, as outdated IT systems and manual processes impair productivity and drive up operating costs.

What are the benefits of a digital infrastructure?

Digital technologies provide numerous solutions to effectively meet the challenges of the wholesale sector. Real-time tracking systems and advanced CRM platforms enable wholesalers to provide detailed information about orders and increase transparency through automated notifications. Supply chain management systems ensure seamless integration of all parties involved and offer real-time transparency, while IoT technologies monitor the status of shipments and respond to irregularities. Big data and analytics support well-founded decision-making processes, identify trends and enable personalised offers. Compliance management systems and automated reporting tools record and process relevant data, generate reports and adapt quickly to changes in regulations. Robotic Process Automation (RPA) automates repetitive tasks, relieves employees and reduces costs, while modern ERP systems offer integrated solutions for all business areas, shorten response times and reduce the error rate.

An outstanding example: invoice receipt workflow

As part of a major project, PROMOS consult has shown how digital solutions can further increase efficiency and user-friendliness. Thanks to the digital invoice receipt workflow, users can now approve or reject invoices directly on their mobile devices, making the process significantly faster and more flexible. What exactly does this look like and what functions have been integrated?

Mobile approval steps: flexibility and speed

One particularly innovative feature is mobile approval, which enables users to approve or reject invoices directly on their mobile devices – without having to log in to SAP^® thanks to the Professional App. This flexibility speeds up the entire process. Invoices can be sent directly from the SAP^® system to selected users for approval. They can comment on the invoice in various mobile approval steps and send back their decision straight away. Alternatively, there is the option of escalating the invoice for further clarification and to request additional information. All comments and notes are seamlessly integrated into the SAP^® system.

Direct PDF integration: efficiency at the touch of a button

Another key feature of the solution is PDF integration. Invoices are displayed directly in the portal without the need to open additional windows. This minimises the number of clicks and saves valuable time. The display of PDF invoices significantly improves the workflow and increases user-friendliness. “Direct PDF integration significantly reduces the administrative workload. Fewer clicks mean faster processing and a significantly improved user experience,” says Mathias Kaute, Project Manager and Professional Consultant at PROMOS.

Reminder e-mails with a direct SAP® link

Forgotten a work step? Missed a necessary approval? Even the most reliable employees make mistakes – and that’s okay! Not only can digital solutions increase efficiency – they also relieve and support employees. The e-mail reminder of open workflow steps is a helpful function – especially for employees who manage a particularly large number of complex work processes. What’s special about this? E-mails with reminders contain a direct link to the corresponding step in the SAP® system. Users only have to log in once and are immediately taken to the correct approval step. Thanks to the automated reminders, no steps are overlooked, which makes access easier and speeds up the approval process.

Goods receipt monitor: precision and overview

The goods receipt monitor is particularly useful for wholesalers that receive large volumes of goods – in other words, all of them! The monitor enables a detailed comparison of order and goods receipt items. Quantity and price deviations are clearly displayed and can be easily checked. A traffic light system shows at a glance whether there is a need for action. Deviations can be checked and processed directly by the responsible employees, which significantly increases efficiency and enables precise control of incoming goods. Kaute describes the advantages of the tool as follows: “The goods receipt monitor allows wholesalers to keep track of their orders at all times. The clear presentation and the traffic light system make it easy to recognise deviations immediately and take action.”

Individual requirements and customisations

During the course of the project, many specific requirements were integrated, for example fully integrated notes that are also visible in the mobile approval steps. The integration of PDF invoices directly into the portal is another special function that significantly improves the existing process. Be it real estate management, a financial services company or a wholesaler – every company is unique! That’s why digital solutions must also be flexible, customisable and individual. At the same time, many of these functions can also be used in other projects, especially when successful companies successfully implement their innovative ideas. Kaute describes it as follows: “Successful digital solutions are characterised by the fact that they can address the specific needs of a company and also contain innovative ideas that can be adapted across industries. That’s why our software is user-friendly and tremendously efficient for a wide range of industries.”

Conclusion

The digital transformation of the invoice receipt workflow impressively illustrates the potential of modern technologies in wholesale. Flexible mobile approval, direct PDF integration and automated reminders not only speed up workflows, but also make them much more user-friendly. The goods receipt monitor also ensures precise and clear control of orders. Innovations such as these show that the future of wholesale lies in digitalisation, with efficient and intuitive solutions paving the way to sustainable success.

redaktion@openpromos.de