Central invoice processing with multi-SAP connection

Background

Engel & Völkers, one of the best-known service companies for the brokerage of real estate in the premium segment, processes around 1,200 invoices per month from several countries and various locations in a central Shared Service Center (SSC) in Hamburg. The invoices are posted in two ERP systems: While the larger sites use SAP R3, SAP Business One is used at smaller sites. In the past, the manual entry of paper and e-mail invoices and the document-based approval process proved to be time-consuming and not very transparent. Engel & Völkers began searching for an automation solution for accounts payable (AP): The application should not only simplify the cross-site approval workflow, but should also be able to be integrated into both ERP systems.

Solution

An important criterion in the selection of a solution was a customizable workflow to trigger invoice releases from the application for both SAP systems, depending on the company code and ERP affiliation. The cloud-based Accounts Payable solution from Esker met Engel & Völkers' requirements and was able to go live after three months of implementation.

Thanks to the multi-ERP capability of the Esker application, the ERP systems, which both originate from SAP but are completely different in terms of technology, can be managed centrally under one interface. Incoming supplier invoices are now automatically transferred to the Esker platform for processing and approval. There, the allocation to company codes and ERP is carried out. Key invoice information is read and, where possible, automatic logic-based pre-accounting is applied. After successful verification, approval is granted via an email-based workflow that is customizable, considers multiple stages, and is based on invoice amount and company code. In addition, compliance with the dual control principle is ensured, so that the technical and financial approvers must always be different people.

Once the invoices have passed the approval process, the Esker application transfers the data to the appropriate SAP system, depending on the company code, where the invoice record is automatically posted. The respective SAP R3 or SAP B1 invoice number is returned to the Esker application and archived with the invoice transaction and invoice in the audit-proof archive module for eleven years.

Advantages and highlights

The implementation of the Esker Accounts Payable application brings a number of benefits to Engel & Völkers, including:

• Increased efficiency through significant reduction of manual data entry, improved transparency through traceability of invoices and processing statuses.
• Fast and traceable release through workflows outside the SAP systems. E-mail-based approval can be started centrally on the basis of a stored authorization scheme; approval takes place decentrally in the respective locations.
• Easy invoice search: not only can invoices be found in the Esker archive using various search criteria, but a link to the document in the Esker archive is also created in the SAP systems in each posted invoice.
• Customizable release workflows, aligned with internal rules.

The Esker Accounts Payable solution

The Esker Accounts Payable solution enables paperless processes and offers intelligent capture, touchless capabilities and electronic workflow based on artificial intelligence.

Esker's cloud-based solution automates every stage of accounts payable invoice processing - from receiving the original document to creating an accounting entry in the SAP system - by simplifying manual processes and helping employees work more efficiently.

About Engel & Völkers

Engel & Völkers is a leading global service provider in the brokerage of high-quality residential and commercial real estate as well as yachts and aircraft in the premium segment. At a total of more than 800 locations, Engel & Völkers offers private and institutional customers a professionally coordinated range of services. Consulting, sales and leasing are the core competencies of the more than 11,000 people in the E&V network. Engel & Völkers is currently present in more than 30 countries on four continents.

About Esker

As a cloud pioneer, Esker offers global automation solutions for the entire order-to-cash and purchase-to-pay processes in the SAP environment. Esker addresses this with its proven Document Automation Suite for SAP, which leverages advanced technologies such as artificial intelligence (AI), robotic process automation (RPA) and mobile apps to automate all document processes:

• Job processing
• Invoice processing
• Ordering
• E-invoicing with international
• Compliance, Cash Collection
• EDI Integration

You would like to learn more? Attend our technical presentation "Automated Invoice Processing with Multi-SAP Connection" together with Dr. Christian Bosse, Director Group Finance and Controlling, Engel & Völkers, and Dr. Rafael Arto-Haumacher, Country Manager, Esker Germany, on September 18, 2019 at the DSAG Annual Congress at 6:45 pm.

Visit us from September 17 to 19 in Nuremberg at the DSAG Annual Congress at booth E8.