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Headquartered in Naarden, DZAP designs and creates attractive, cutting-edge office interiors. It has been creating contemporary, stimulating work environments for a wide variety of renowned customers in every imaginable sector since 1995. To maintain its position as one of the top three in its field in the Netherlands, DZAP is constantly striving to improve quality. This also applies to its administrative processes. Konica Minolta helped digitise the invoicing process and improve workflow. The result? A more transparent process, better access to information, and quicker interactions with all parties involved.
The existing system for manually processing invoices at DZAP has not always been the most reliable and efficient invoicing process, which involves some 3500 invoices per year. Kim de Jager, Office Assistant at DZAP, explains: “Before, our invoices were manually inputted, distributed internally as hard copies, and finally approved by the various departments. This way of working required a lot of time and paper. It was also difficult to see when invoices had got stuck in the workflow.”
The digitisation of invoice processing needed to produce results. DZAP therefore met with different suppliers to find out about their tenders. Kim: “The ECM solution offered by Konica Minolta made a good impression on us right away. When initial contact was made, we asked for references from companies which use this invoice processing solution in conjunction with the AccountView ERP package. They were unanimously enthusiastic not just about the solution, but also about the set-up process and the assistance provided by Konica Minolta.”
DZAP wanted to gradually digitise all the administrative processes within its organisation: firstly purchase invoices, then sales invoices, and, lastly, timesheets. This last process was a requirement specifically tailored to DZAP. The company also had additional requests, such as different document types and automated distribution of invoices, and the need to keep certain operations and certain operating modes from the old process. Before DZAP committed to Konica Minolta, the company needed to check whether all of its requirements were feasible from a technical standpoint. This proved that none of their expectations were unrealistic.
The purchase invoice, sales invoice, and timesheet process has since been digitised. Kim: “The project was completed without any disruption. We found it tricky to work out beforehand what was expected of us, and to be able to visualise what the solution was going to look like. During the set-up and trial phase we worked very closely together – us with our knowledge of the process and them with their knowledge of automation – and the software was constantly refined to suit our needs. Exactly as described beforehand in the DZAP workflow document. We were delighted to see that the consultant was able to take our adaptations into account every time.”
Kim and her colleagues are delighted with the end result: “Digitisation has enabled us to make a lot of administrative information more transparent. The staff using the system have a much better overview of the process and the information is easy to consult. The parties involved – both our customers and suppliers – thus can be better informed, more quickly and reliably.”