Paperless Office: From Dream to Reality

New figures suggest that the electronic invoice is on the rise. 35 percent of creditors and 40 percent of debtors prefer the digital version to good old paper. Furthermore, the delivery of electronic invoices will increase. Is e-invoicing self-perpetuating? Hardly. There is rather a need for action.


More electronic invoices expected

In February and March the research institute IbiRresearch at the University of Regensburg conducted a survey – among others, sponsored by the Federal Ministry of Economy and Energy – of more than 350 companies. The results confirm the positive development described and forecast further growth. Companies want to draw closer to the paperless office. Yet only one in four invoices reaches its recipient electronically. Nevertheless, 39 percent of all billers want to make more use of digital billing. Certainly, none of the respondents want to reduce the number.


Paperless still remains a dream

Nevertheless, regardless of simplified “principles for the due maintenance and preservation of books, records and documents in electronic form as well as data access” (GoBD), the paperless office is still far off. To be sure, many companies see potential for efficiency. Yet almost seven out of ten companies print electronic invoices and file them by hand.


Adjustment processes deter

There are several reasons, but the most important reason why only 26 percent of all companies surveyed process the digital incoming invoice with a digital input billing workflow may be that Decision-makers shy away from the need to adapt. Finally, it is important to define processes and to create the technical conditions for e-invoicing.

Also expertise is lacking: Only 48 percent of the companies asked rate their legal knowledge as “comprehensive.” Nearly one-tenth believe their own electronic archive deserves only the grade of 5 or 6 in compliance matters.


Enlighten, enlighten, enlighten…

Ignorance is the greatest enemy of all innovation and everything new. However, what’s good is that education and information help overcome ignorance. This applies more than ever to refute reservations and show that it’s all easier than you thought. Then nothing can stand in the way of the e-Invoice.

Digitizing: Well scanned is half the battle

More and more companies are saying goodbye to paper by feeding documents into digital workflows and archives. So long as the documents are entered digitally, it’s perfect. However, if they roll in on paper, it takes reasonable hardware and software to provide the digital data contained. The important thing, however, is that even at the beginning the course will be set for the quality of the entire workflow.


Data quality from the very beginning
Reliable processes, clean data transfer interfaces, efficiency – all this depends on two factors that occur at the beginning of the process chain. The scan must have the required quality and the extraction solution has to reliably read the data and send it onto other applications. It is important to implement these early process steps cleanly.


Reduce reworking
Here, there is a very obvious indicator for the interaction of hardware and software: The cost of corrections. It is ideal when employees at scanning work stations take notice of the scanning result and/or the resulting data set and determine if all data have been correctly identified and handed over, perhaps to SAP. The correction effort should be kept within very tight limits.

Centralized or decentralized?
Often companies are also faced with the question whether they should introduce central scanner work stations that capture all incoming documents and feed them into the workflow. Alternative consideration: Installing scanners at the departmental level or on the computers of individual employees. Which is better? The answer is quite simple: It depends on the company, processes, procedures and local conditions. Many times, hybrids are needed where general input and remote scanning are done on central scanning work stations, which are used when needed – whether in the same office or in branch offices. Important in all this is: For all work stations, the quality has to be right and the users must come to uniform results without extensive training.

Consider relationships
Whoever regards scanning and handing over to the workflow as an unimportant or even lapidary activity should reconsider this attitude. Since a chain is only as strong as its weakest link – especially a process chain.

EASY Archive for Salesforce: Drop zone instead of upload

EASY Archive for Salesforce provides the perfect solution for archiving business-related documents reliably. Unlimited flexibility regarding the number of users and storage volume on pay-per-use basis enables an individual application for your business. EASY takes over the archiving for you.

Drop zone instead of upload!

The operation is simple and efficient: Drag and drop your documents from the file system directly into the drop zone and increase your productivity – especially if you work frequently with documents. Thus, EASY Archive for Salesforce is a law compliant, system-wide document source for all business applications and archiving requirements, regardless of the organizational model. The conformity of document archiving and document management with legal requirements for Salesforce Cloud applications, keyword GoBD, is guaranteed.

Premiere on the Salesforce World 2015

We introduce to you, for the first time, EASY Archive for Salesforce at the Munich trade fair Salesforce World 2015 on July 2, 2015. There, the solution is initially available for pilot customers. Later, Archive will be available via the Salesforce AppExchange for >download<. Incidentally, of course EASY works together with certified data centres in Germany, so that the safe and prudent storage of your data is guaranteed.

CFT Summer Festival: Enthusiastic guests in a royal setting

The railroad has seldom provided pleasure in recent weeks and months, but it was different at this year’s CFT summer festival: Augsburg Train Park, a monument protected building dating from the time of the Royal Bavarian State Railways, provided not only an attractive program and informative events but also a stylish and exclusive ambiance.


Informative days

CFT partner days marked the beginning of the event, which further strengthened the dialogue and exchange of cooperation between the partners CFT Consulting GmbH and EASY SOFTWARE AG during the two days. As part of the many presentations at the informative days, approximately 60 participants were briefed about new features and changes in the document management market and took the opportunity to express their questions, suggestions and requests. The event culminated on Thursday around 6:00 p.m. with the beginning of the CFT summer festival in the extraordinary Augsburg Train Park surroundings.



Strong partner for more than two decades

Standing in front of Augsburg Train Park’s magnificent locomotive, CFT Consulting GmbH’s two managing directors spoke to attending guests and employees. Gert Lorenz and Gerald Rüdiger reflected on successful collaboration with EASY SOFTWARE AG and thanked its team, customers and partners for their active assistance and support that made this successful cooperation possible over the past years.

Also EASY board member Willy Cremers took the floor to express his equal delight with the success of the existing partnership for 21 years. The common goal in coming years is to influence and actively create the document management market with “full steam ahead.” The clear message for the rest of the evening and especially for the future: Full speed ahead!



Golf tournament included

For all those who were still eager to learn after the feast, the CFT team prepared a Premium Information Forum for Friday. For the grand finale on Saturday at the 6th CFT Golf Tournament, the golfers among the guests could vie for position in the final and athletically demanding challenge of the Wittelsbach Golf Club.

“Digitizing midsize businesses”: EASY at day of action organized by IHK (Chamber of Industry and Commerce) Essen

The title of this event of June 18, 2015 already revealed the event’s focus: “Digitization in business: e-invoices, scanning, electronic billing, and archiving”.


Increasing efficiency and reducing costs

90 registrations for this event were not only proof of a huge interest but also of the extent to which enterprises have acknowledged electronic invoice processing as a possibility to increase efficiency and reduce costs. The event, supported by the German Federal Ministry of Economics, was opened in a keynote speech by Dr. Friedrich Wilhelm Haug, secretary in the German Federal Ministry of Economic Affairs and Energy. Following this, the presentations from the regional revenue office and management consulting provided an extensive overview of finance and audit related aspects.


EASY tips for successful experience

With his presentation “Digital processing of invoices: Its technical implementation and practical application”, Dirk Hupperich, head of Sales Service at EASY, provided answers to which requirements need to be made for successful digitization in enterprises and how these can be successfully implemented in business practice. The attendants used the intervals between presentations to exchange information with the speakers on the respective individual requirements.

E-invoicing: Italy distributes gifts

Paper invoices are passé – at least in Italy, provided they are going to the public administration. Since over the past few weeks, all domestic suppliers and service providers must send their invoices to the public sector electronically. Thus, after France and Austria, Italy is further country that is following the path of the obligatory electronic invoice.

The fourth largest economy in Europe is thereby implementing EU Directive 2010/45/EU. And it is prematurely exceeding the finish line, because EU Directive 2014/55/​​EU actually specifies that the administration of member states have until 2018 to switch to e-invoicing. Italy expects in return a significant financial and personal relief for administration.


Relief for the private sector

However, all of this does not apply to business transactions between companies or to business transactions amongst companies with consumers. Here the EU does not permit any mandatory state requirements. Nevertheless, in order to push ahead the use of electronic billing, the state is offering incentives.

Italy lures whoever will change to digital invoicing in the future by, among other things, facilitating accounting rules – with exemption from the “Spesometro” notification obligation, for example. It usually requires electronic reporting of all VAT-relevant transactions. Even businesses with customers who live in tax “risk countries” no longer need to be reported. Last but not least, Italy promises a quicker VAT refund.


Creative – but effective?

From a German perspective that seems a little odd. In this country it is in principle rather a matter of voluntary commitments. Yet maybe one can indeed learn from Italy. That is, if the country is successful with these measures. Speaking of learning from the example, last year, Portugal held a lottery for taxpayers, and transformed each submitted invoice with a tax number into a lottery ticket for the weekly prize draw. The prize: a luxury car.

ORDAT User Conference: Shaping the future together

At the Congress Centre Marburg, around 150 participants learned about current trends and future-oriented innovations. As part of the exhibition, EASY existing customers and those who want to be in the future were given the opportunity to learn about archiving and DMS functionalities in conjunction with ORDAT FOSS ERP and Microsoft Dynamics AX.


New solution as of summer

And: In keeping with the theme of this year’s conference, EASY is currently also developing a new solution for digital processing of incoming invoices in conjunction with ORDAT FOSS ERP. In cooperative partnership, EASY will market this solution as of summer and introduce it to people responsible for commercial software, especially ORDAT FOSS customers. Thus, much is revealed here in advance: Direct access to EASY ENTERPRISE Archive is possible within the ORDAT FOSS ERP application. Users can, for example, display documents associated with a process very easily.

EASY webcast: Process and manage contracts quickly and securely

On 26th June at 11 am, as part of our series of EASY webcasts, we will be showing you how you can process and manage contracts quickly, efficiently and reliably with EASY CONTRACT.

EASY CONTRACT provides all authorised members of staff with all of the information and documents required in a standardised format. You can monitor deadlines, cancellations and extensions automatically with our software. The delegation of tasks and stand-in arrangements ensure that contracts are processed properly at all times. Detailed read and write permissions protect you from the improper handling of your confidential contractual documents.

Register now to participate in the free EASY CONTRACT webcast by clicking >here<. Please note that this information is currently available only in German language.

Hiring Offensive: EASY wants you!

With more than 12,000 customer installations, EASY SOFTWARE AG is one of the leading manufacturers and suppliers of software solutions for electronic filing, archiving and process automation. And we have a lot planned for the coming years, as we develop the next generation of ECM.

Does accompanying us on our exciting and innovative journey appeal to you? We always welcome highly qualified and exceptionally dedicated employees. An open work environment, the ability to take the initiative and implement ideas together as a team, as well as professional and versatile work in a promising industry are awaiting you. Find out about our current vacancies today. Please note that this information is currently available only in German language.

Digitization: Industry 4.0 is a management issue

When it comes to digitizing production, management holds the reins: In almost eight out of ten companies (77 percent) that use Industry 4.0 applications, the management or board members worry decisively about the subject. This is the result of a representative survey commissioned by the digital association BITKOM. For this, 400 companies with more than 100 employees from the automotive, mechanical engineering, chemical and electronics industries were interviewed.

German companies: Already 44 percent digitized

Four out of ten companies (44 percent) currently use Industry 4.0 applications. “The digitization of production must have highest priority if the German economy is to succeed internationally in the future. Industry 4.0 offers an opportunity to develop completely new business models and thus has great strategic importance for a company. Therefore, it is imperative to settle the issue at management level,” says Dr. Bernhard Rohleder, Director General of BITKOM.


18 percent plan will follow suit soon

In about 12 percent of user establishments, a particular department is mainly responsible for Industry 4.0, in 7 percent it is only a single employee, in 4 percent of cases there is a separate Industry 4.0 team, which largely takes care of the issue. Around 18 percent of companies interviewed plan to use Industry 4.0 applications. One-quarter (24 percent) are not currently engaged in Industry 4.0, but can imagine doing so in the future.

And You? You can find numerous solution offerings for digitizing your business processes here.