From the field: From the purchase invoice to the construction file

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In this blog article, EASY employee Oliver Walhöfer reports on his experiences as Key Account Manager. In focus: A medium-sized construction company that wants to introduce a DMS system.

The company in question from Ingelheim called for tenders on a DMS system as part of its introduction of a central application for the planning of construction projects. The main objective is to optimise the handling of purchase invoices. The verification and approval of invoices for various construction projects has demanded an enormous amount of time to date. Younger staff members have entered the family-owned construction company and this has in turn increased awareness of the fact that a suitable DMS system would bring with it considerable financial advantages.

Reasons for introducing a DMS:

  • Shortening and streamlining of invoice processing
  • Invoices should be processed and checked at the same time
  • Double entries should be avoided: once logged in the computer, the information should not have to be re-entered (e.g. building site, invoice and creditor numbers)
  • Faster access to archives (especially with regard warranties or legal proceedings)
  • The bookkeeping should be able to process invoices with the help of a DMS
  • The company wants a computer-assisted allocation of delivery notes via DMS

Framework conditions:

  • The archive in question should fulfil the requirements of GDPdU and GoBS (Rules concerning data access and for the verifiability of digital documents / Rules concerning the orderly management of DV-assisted bookkeeping systems)
  • All incoming post, outgoing post, emails and faxes should be recorded, therefore
  • user-friendly integration into MS Office
  • Booking system interface
  • very user-friendly

Current solution based on DMS:

  • Generation of an electronic construction file based on paper construction files
  • Distribution of “normal” incoming post (orders, building site protocols, complete correspondence)
  • Automatic billing of suppliers, delivery note allocation
  • Automatic billing of subcontractors
  • Co-signers (administration & approval)
  • Demand notes
  • Legal disputes
  • Knowledge management (DIN norms)

Summary: The DMS is now the central application used by the management to run the company. Alongside the commercial processes, those responsible also manage and control current building projects via the DMS. Users utilise the DMS as intensively as they use the Outlook mail system. In short: The DMS has become a key component of the company’s IT.