Accounts payable processing with JobMind Bau

Andreas Tusch was initially looking for a document management system at the CeBIT Expo but found something even better. “We now have a digitization platform and do not move receipts back and forth, but manage processes. We owe this to our JobRouter partner. They were the only ones who could demonstrate the JobRouter module JobMind Bau, where invoice verification and modification really works. That was something we could trust.”

Other decision criteria for SAW management were:

• Complete digital invoice handling up to posting
• Better exploitation of discounts
• 100% transparency and traceability of invoice status

“The workflow is the same across the whole company”, says industrial engineer Tusch. That’s why management decided to start with the largest subsidiary right away. “If we can build up the whole workflow at once, we can manage all clients together with our five compounding plants.”

A year and a half later, Andreas Tusch is enthusiastic about the fact that “everything entered in the front is coming out the back into Microsoft Dynamics NAVISION” and can be automatically posted. He acknowledges with appreciation that JobMind Bau is creating and sending corrective invoices for the supplier automatically, which makes credit notes redundant.

The site manager and accounting department staff had to train in process orientation, Andreas Tusch summarizes. “The goal was to integrate all staff in the process right from the beginning on one hand and to exclude unhelpful individual working habits and requests as early as possible on the other hand. Otherwise one gets bogged down in small details and ends up with twice as much in the digital construction file as before. The design of dialog windows or access of rights can also escalate, if executed according to the established analog rights.” In this case a review of the roadmap was followed by another acceleration to help pull the handbrake – with patient programming people in house and the supervising JobRouter partner. Compared to this, the Interface connection with Microsoft Dynamics was a trifle.

April 2015: Processes are worked through in team workshops with the JobRouter partner and first receipts are processed in a JobRouter test version.

February 2016: A new OCR scanner is established in the head office in Schleswig. With immediate effect all incoming invoices are scanned centrally. The JobMind Head module reads the header data of each invoice. The JobMind Bau module enters each invoice position individually and provides them to the site managers for further editing. In the background a permanent invoice correction is performed, of course, according to the value added tax act.

March 2016: The whole invoice verification conversion is implemented at SAW in Schleswig. All employees are working with JobRouter and the two modules specifically created for the complex invoice verification processes of the construction industry.

It has become evident that all construction administrations will profit from the fast internet. Actually, the SAW branch office in Kiel has gained access to the new processes. ASA Bau in Greifswald will get access to the JobRouter Cloud in Q2/2018 with 50 Mbps. Soon, employees on the construction sites will be able to upload pictures right on the spot, which will get assigned to the digital construction file and saved in a special archive in JobRouter. Fixed assets accounting will also be depicted in the JobRouter process. Andreas Tusch is considering the future already. He is thinking about a vacation process, the reorganization of the document filing via JobRouter and a drivers license control process. “A taste is developed during the meal. With the JobRouter license system for mid-sized companies we can make a difference. The price is also very appealing to us, even in comparison with other software manufacturers.”