DocuWare > Case Studies > A Good Nose for Quality

A Good Nose for Quality

Company Size

200-1,000

Region

Europe

Country

Germany

Product

DocuWare document management
Microsoft Dynamics inventory control system
RecSolution

Tech Stack

Microsoft Dynamics
DocuWare
RecSolution

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Cost Savings
Customer Satisfaction
Productivity Improvements

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)
Functional Applications - Inventory Management Systems

Applicable Industries

Retail

Applicable Functions

Logistics & Transportation
Sales & Marketing

Use Cases

Inventory Management
Supply Chain Visibility

Services

Software Design & Engineering Services
System Integration

About The Customer

Nobilis Group GmbH is a renowned sales company that has been successfully operating in the premium segment of luxury and prestige fragrances for 20 years. Founded in 1993, over the past two decades Nobilis Group has become a successful sales partner for exclusive fragrances around the world. Well-known designer brands and exquisite niche labels from the fragrance and cosmetics industry depend on the sales company's expertise. It's a success story that is not just reflected in numerous awards, but also in the rapid growth of the company from six to now nearly 100 employees. In addition to the high quality of the products, the excellent support of retail partners and suppliers plays a key role in the fierce competition for the patronage of discerning customers.

The Challenge

Nobilis Group, a successful sales partner for exclusive fragrances around the world, was facing challenges due to its rapid growth and the increase in the amount of paper used for order processing. The majority of orders still arrived by fax and had to be sorted by hand, which was time-consuming. The processes involved in inter-departmental processing of paper-based incoming invoices were equally complex. The goal was to completely digitize both the order and the invoice documents. As a central electronic document pool, the DMS to be implemented was to securely archive and manage all types of incoming and outgoing documents, and at a later date – even personnel records and other confidential business documents, such as contracts.

The Solution

The company decided to use an electronic document management system, DocuWare, which was integrated seamlessly into the Microsoft Dynamics inventory control system used at Nobilis. The restructuring of the fax inbox played a key role in the targeted digitization of the processing procedures. Various customer-specific fax numbers have been set up to take orders – four via a PC-fax server and a traditional fax machine with paper output. All incoming orders are recorded and classified using the electronic document capture software RecSolution. This is an effective solution for automatically capturing and extracting data from invoices, advice slips, and other documents that can be seamlessly integrated in DocuWare. The documents cannot only be read and compared with existing master data, but also directly classified, checked, archived, and posted.

Operational Impact

The paperwork both on administrators' desks and in the paper filing system could be drastically reduced.
The ability to provide information, which plays an important role in terms of customer loyalty and the relationship with the suppliers, was also significantly improved.
Due to the fact that both the order forms and incoming invoices are immediately available at the press of a button, any discrepancies in orders or the processing status of an incoming invoice can be identified and resolved in direct dialogue with the caller.

Quantitative Benefit

Around 70 % of orders already arrive digitally.
The time spent on sorting incoming orders has been reduced from over two hours in some cases to a maximum of 30 minutes today.
Around 500,000 documents have been filed in the central document pool over the last four years.