Initial Situation

The Rhaetian Railway processes around 35,000 vendor invoices per year. They were processed manually and mostly on paper until now. The invoices were scanned for pre-processing and then forwarded to the relevant department in paper form. The documents were then assigned to accounts, signed and sent back to the accounts payable department, where they were scanned a second time and transferred to the accounting system to be booked and paid. There was no process transparency and a lot of resources were tied up, resulting in high costs.

Solution

• Short throughput times
• Optimized use of resources
• More process transparency

The solution implemented by Arcplace, which is entirely integrated in Rhaetian Railway’s system landscape, enables highly efficient, automated invoice processing for both paper and PDF invoices. The implementation of Basware’s leading technology enables the entire workflow from the capture of vendor invoices, validation and approval, through to payment and transfer to the archive. In future, a process that is uniform company-wide for order, vendor and expense invoice processing (Purchase-to-Pay) can also be implemented without a problem.

"The collaboration with Arcplace was professional, fair and open. We worked as equals during the entire project."

Jörg Steiner, IT Project Manager, Rhaetian Railway

Results

• Significantly higher process efficiency and shorter throughput times
• Adherence to authorization rules is ensured through the electronic approval of vendor invoices
• Modular solution to introduce a process that is uniform company-wide for order, vendor and expense invoice processing
• Process transparency and professionalization is ensured