Implementation of Bottomline’s Transform document management platform has enabled Caligen Europe, Draka Interfoam and Radium Foam to save in excess of €30,000 per year, enabling rapid access to inbound and outbound documents, from invoices to quality certificates.
Growing numbers of businesses are looking to improve the management and control of transactional documents, from inbound invoices to outbound packing lists. For Caligen Europe, based in Breda, The Netherlands, and its sister companies Draka Interfoam in Hillegom and Radium Foam in Maastricht, the combination of recessionary pressure and a consolidation of finance functions prompted a complete overhaul of inbound and outbound document management.
Formed over 60 years ago, Caligen Europe, Draka Interfoam and Radium Foam are part of the Vita Group, a world class producer of cellular and industrial polymers with 60 sites in 20 countries supplying to the automotive, construction, media and packaging industries.
In 2009, facing the challenges and budget restrictions created by the recession, Caligen decided to push forward with new technology innovation in order to drive considerable efficiency improvements. In tandem with an upgrade of its IT Infrastructure, Caligen decided to exploit Bottomline Technologies’ early adopter programme for companies migrating from Optio Software to the new Transform document management platform. This strategy was also replicated at Draka Interfoam and Radium Foam. Having used Optio Software for over 12 years to format, enrich and print outbound documents, Caligen was keen to exploit this opportunity.
Joland Beerens, IT Demand Manager, Caligen Europe, comments, “Bottomline offered the chance to include the migration to Transform within the infrastructure replacement project with little risk and at low cost. Caligen decided to seize the opportunity and address the latent business demands for e-Archiving, e-Invoicing and streamlining the inbound invoice process.”
Having achieved a successful migration to Transform, the company then looked to use the additional functionality offered by the new software to streamline its time consuming and resource intensive inbound invoice process.
Caligen processes around 15,000 inbound invoices each year, with an almost 50:50 split between those with and those without purchase orders (PO). Inbound invoices are now scanned; the image is then picked up by Transform and passed through Optical Character Recognition (OCR). The captured data is then used to create a custom-built booking screen that can handle both PO and non-PO invoices and register that invoice directly within the BPCS ERP system.
Following the success with the inbound invoices, Caligen has since extended the project to also encompass the 40,000 outbound documents processed each year; comprised of order acknowledgements, packing lists, outbound invoices and purchase orders.
All of these documents are now automatically converted into a pdf format and stored in the Transform Content Centre digital archive. Any documents in the archive can be easily found, mailed, printed or expanded with additional notes. The process has significantly reduced Caligen’s print, stationery and postage costs; whilst using the workflow inherent within Transform has enabled the company to reduce the time taken to make invoice payments.
Beerens adds, “The shift away from paper has delivered significant savings annually, whilst also supporting Caligen’s green business goals. In addition, the automated process has saved the cost of one full time employee.” The business continues to look to further exploit the document process, with on-going plans to incorporate QMS quality certificates into the Transform solution.
Beerens concludes, “One of the biggest benefits to Caligen has been the creation of the electronic archive of scanned documents. ‘Searching’ for documents is now turning into ‘finding’ documents – which makes a huge difference; documents are easy to trace and arrive much faster at our customers and suppliers.”