Coop Supermarkets sought to optimize their invoice process to ensure fast, safe, and cost-effective handling of invoices. The goal was to improve the interaction between Coop and its purchasing organization while lowering processing costs. With over 20,000 weekly invoices, this optimization was crucial for maintaining operational efficiency and accuracy.
Challenges
The main challenges Coop faced included the need for faster and safer invoice circulation, more efficient interactions with the purchasing organization, and lower processing costs. The existing process relied on outdated software, which needed to be improved for the increased demands following a merger. Coop required an integrated system capable of efficiently handling electronic and paper invoices, ensuring fast processing, booking, and payment from a single platform.
Solution
To address these challenges, Coop implemented Tungsten’s integration software with SAP. Preparation for the invoice automation project began a year before implementation. The new system facilitated matching purchase orders with invoices, which is essential for optimizing the entire process. All incoming invoices were opened, sorted, scanned, verified, and archived, with the information transferred to the control center for posting. The Tungsten solution automated data checks, matched invoices with purchase orders, and streamlined the approval process. This optimized process allowed all incoming invoices to be booked in SAP within one day.
Results
The implementation of Tungsten and SAP integration brought significant benefits to Coop. The new system ensured fast and secure invoice processing, reduced costs, and improved interactions with the purchasing organization. Automation allowed for quick booking of over 20,000 weekly invoices, minimizing errors and manual intervention. The digital process efficiently handled 92% electronic and 8% paper invoices. The finance team quickly adapted to the new software, appreciating the ease of processing and retrieving invoices. Overall, Coop achieved enhanced efficiency, accuracy, and cost savings.
Through the collaboration with Tungsten and SAP, Coop significantly improved its invoice processing system, ensuring fast, efficient, and cost-effective operations. The automation and integration provided Coop with the tools needed to maintain high operational standards and continue providing excellent service to their customers.
20,000
Invoices flawlessly processed weekly
