OnBase SAP integration: start small, achieve big results

Two-thirds of UK SMEs use technology to improve their businesses and keep up with digital transformation trends, according to a recent IDC study commissioned by SAP SE. The research asserts that most of the companies involved felt they could do more to exploit new technologies in order to achieve digital transformation goals.

Looking at the survey details, one can see these companies have a myriad of reasons to deploy new technology, including improving mobile worker enablement and becoming more agile.

However, the challenge for some organisations is: where to start?

While most believe the starting point includes building and implementing an entire new technology stack, that is hardly the case. With the majority of organisations, it’s possible to improve their current systems while starting digitisation tactics.

One example of this is with SAP. You can make your solution more efficient and ready for the digital era by integrating it with an enterprise information platform.

Connect systems with SAP integration

For many organisations, the accounting department is an obvious place to begin digital transformation – specifically with the accounts payable (AP) processes in a typical SAP system.

Today, the workflows of accounting staffs are characterised by a lot of paperwork. In most cases, the processes are still manual and time-consuming, often causing long delays. Staff must handle and store huge amounts of paper. Processes are inconsistent and include lengthy delays and follow-up approvals.

In addition, vendor inquiries chip away resources from processing invoices.

Many CFOs see that their AP departments run high operating costs, negatively impacting cash management. Oftentimes, process approvals lack audit trails and worker dissatisfaction with old-fashioned processing is high. Simply put: these processes aren´t integrated deeply enough into the SAP system.

Think across the enterprise

The ideal solution to avoid this ineffectiveness is to implement an end-to-end-solution, connecting the SAP solution with an enterprise information platform. First, the solution can handle all data-sources: images, invoices and data. Second, it includes workflows for exceptions, approvals and invoice preparation. And third, its deep integration with the SAP system eases communication and data sharing between both systems for accurate, up-to-date information, when you need it.

With this end-to-end solution, you fully automate manual processes. All information becomes electronic and accessible through the SAP interface, making it easier to extract and validate data against SAP.

With workflow management, reporting and dashboards, the accounting manager spends less time on exception handling. In addition, you dramatically improve approval turnaround times, simplify exception processing and the system automatically generates invoices for you.

The right enterprise information platform will also integrate with other accounting inputs. For instance, the software should automatically validate a purchase order within the ERP, detect duplicate invoices and identify quantity mismatches and unit price discrepancies. Since it automatically matches keywords, it eliminates other possible errors like vendor names, vendor numbers and product descriptions. Moreover, with an end-to-end AP solution, you can automate other manual processes such as recording new vendors every month or changing remit addresses.

Increase access for everyone

Optimising an SAP system involves automating approval processes, too. Until now, too much time was lost with paperwork, signature lists and stamps. With a platform that provides reporting dashboards, managers can see how many accounts are pending approval. The right enterprise platform will also offer external access for clients – giving various stakeholders access to the portal to interact. Users can submit invoices, view their statuses, or they can upload documents and forms.

All these features and functions help speed processes in an organisation by making them digital. They reduce mistakes, including lost invoices or input errors and help the accounting staff save time and money.

No doubt, digital transformation can sometimes start small, but achieve big results.

Herbert Loerch is the general manager, EMEA, at Hyland. In this role, he is responsible for managing all business in the EMEA region and manages the regional teams from marketing and sales to system engineers. His goal is to help enterprises, government institutions and departments on their path of digital transformation by providing a single flexible, innovative and intuitive enterprise information platform. Herbert brings nearly 20 years of sales and management experience at international companies in the IT industry. Prior to joining Hyland, Mr. Loerch served as CEO of SAPERION and senior sales positions at FileNet and Sage Group.
Herbert Loerch

Herbert Loerch

Herbert Loerch is the general manager, EMEA, at Hyland. In this role, he is responsible for managing all business in the EMEA region and manages the regional teams from marketing... read more about: Herbert Loerch