Success Story
SAP A/P invoice voucher

Case study

Goals achieved through the MailCenter digitalization platform – Invoice Verification

1. Digitalization of as many processes as possible
2. Collective control of invoices on the screen
3. Better documentation of sent invoices
4. Minimize the time required to send invoices
5. Save on postage costs

PDF-Download Success Story | Augustiner Bräu

company

Augustiner-Bräu Wagner KG

• The head office is located in Munich
• Industry: Beverage industry
• Internet address: www. augustiner-braeu.de

Project Objectives

1. Digitalization of as many processes as possible
2. Collective control of invoices on the screen
3. Better documentation of sent invoices
4. Minimize the time required to send invoices
5. Save on postage costs

Choosing MailCenter

1. Unique function on the market
2. Competent project support
3. After-sales services at no extra charge

Solutions and Services

1. Digitization platform MailCenter
2. Solution partner: munich enterprise software GmbH
3. www.munich-enterprise.com

Implementation Highlights

1. Invoices no longer have to be printed individually
2. Location-independent working possible

Main benefits for the company

1. High cost savings due to elimination of postage fees
2. Customers can be offered a modern communication channel
3. Further document types can be mapped via the software

Environment

1. SAP ERP ECC 6.0 EHP 8

Case study in detail

“The investment costs for the software are recovered after a short time due to the elimination of postage fees.”

Dominik Essig

, Deputy Head of IT, Augustiner-Bräu Wagner KG

As traditional as Augustiner-Bräu Wagner KG presents itself, as innovative is the technology behind the beer production of Munich’s oldest still existing brewery, just a stone’s throw away from the Theresienwiese. This is also the case with IT: S/4HANA is already being used in production, and Augustiner has been working with SAP ERP and a number of SAP special solutions for merchandise management since 2011, including contract management, route re-entry and other industry-specific scenarios.

The brewery sends its customers invoices either as daily invoices, every 10 or 14 days or monthly. Augustiner has already been able to convince many of them that it would be more practical and cost-effective for both sides to exchange invoice documents digitally. “This also works from SAP via e-mail, but not with the processes we imagine,” says Dominik Essig, Deputy Head of IT at Augustiner-Bräu.

Therefore, invoicing has traditionally been an exclusively paper-based matter. A print spool is created and converted into a complete PDF with all invoices to be sent. A separate software sorts this PDF again for postage optimization by customer number; then the invoices are printed together and each individual receipt is checked to ensure that all the information is correct. In addition, it receives an inserting code, is enveloped by machine, franked and is ready for shipping.

No longer print each document individually

For many of the invoices from sales and contract management, the following now applies: They no longer have to be printed out individually for inspection and dispatch, but this now works in one go on the screen. “Using the “MailCenter Invoice Control Outbound” application, you can call up several billing documents simultaneously for viewing and checking in the SAP document viewer or Acrobat Reader,” explains Matthias Dilger from the contracts department. “If everything is in order, you set them from ‘open’ to ‘free’ and release them for dispatch in the second step via the button ‘invoicing’. There is once again the possibility to check individually.”

For Dilger and his colleagues from the contract department, the flexibility gained is a great benefit of the new software. You can now check and approve invoices regardless of location. The colleagues in the sales department also work with the MailCenter. Everyone benefits from the increased transparency, because it is now documented exactly when which document was delivered. In addition, the time required is much less than if you have to envelop and send all invoices first.

Software investment pays for itself after a short time

Last but not least, the use of the MailCenter clearly has financial advantages for the company. Dominik Essig: “The investment costs for the software are recovered after a short time due to the elimination of postage fees.” The deputy head of IT continues: “No other software manufacturer could offer us the possibility of a collected digital control in this form. munich enterprise software accompanied the entire implementation project competently and courteously, and the response times are also extremely short afterwards – a service that is not self-evident and for which others often call for additional fees.”

The potential for the further expansion of the mail center at Augustiner exists and should be used quickly. As an additional document type, which is sent via the MailCenter, the payment advice notes have also been added since autumn 2022. So digitalization continues at Munich’s most traditional brewery.

“We benefit from the increased transparency, because it is now precisely documented when which document was delivered.”

Matthias Dilger

, Contract Department, Augustiner-Bräu Wagner KG

Augustiner-Bräu Wagner KG

In 1328, the Augustinian monks began brewing beer in their Augustinian monastery near Munich Cathedral. In 1803, the state took over the monastery in the course of secularization. Today’s brewery building on Landsberger Straße – the façade of the striking elongated brick building is a listed building – was repeatedly expanded and production brought up to the latest standards. Over the past seven centuries, Augustiner beer has become a piece of Munich culture.