Keller & Kalmbach, global specialists in the field of fasteners and fastening technologies, has automated the processing of inbound invoices with Retarus’ SaaS solution, Intelligent Document Processing (IDP). Replacing the company’s previous OCR solution, Retarus’ innovative service streamlines the company’s handling of invoices considerably.
Keller & Kalmbach receives roughly 170,000 invoices annually, in a wide variety of currencies and formats. Each week, around 400 of these invoices are not directly related to a specific order and had to be processed manually. Because their previous OCR solution was unable to execute the extensive software adaptation required to achieve the necessary degree of automation, Keller & Kalmbach opted for Retarus IDP.
Efficient automation with Retarus
The IDP solution could be integrated seamlessly into the existing ERP system, allowing inbound invoices to be checked and verified automatically based on the master data, orders, and goods received. By checking that the inbound invoices contain all mandatory details, compliance with §14 UstG (German Value Added Tax Act) is also ensured. Subsequently, the validated invoice details are imported directly into the ERP system and archived.
Customized and adapted
Retarus’ IDP solution was customized to fully meet Keller & Kalmbach’s requirements. For instance, to ensure greater precision the master data is reconciled daily. The data is exported in EDIFACT format, meaning that Keller & Kalmbach can conveniently still use their existing interfaces. Other challenges, such as invoices arriving before the goods have been received, were also solved. In such cases, invoices are automatically “parked” within the process until it is confirmed that the goods have been delivered. Other adaptations were successfully implemented, including a script to round off invoice values containing more than two decimal places, the extraction of the country of origin, and the ability to enter cost center information at item level, just to name a few examples.
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