Nintex > Case Studies > Modernizing Food Production: De Heus's Digital Transformation with Nintex K2 Five

Modernizing Food Production: De Heus's Digital Transformation with Nintex K2 Five

Technology Category

Functional Applications - Dock Management Systems (DMS)
Sensors - Liquid Detection Sensors

Applicable Industries

Buildings
Food & Beverage

Applicable Functions

Logistics & Transportation
Procurement

Use Cases

Inventory Management
Smart Contracts

Services

System Integration

About The Customer

De Heus a.s. is a major producer of compound feeds, premixes, and concentrates for livestock, with production plants in Marefy and Běstovice. The company produces over 3,000 thousand tonnes per year, making it a significant player in the feed production industry in the Czech and Slovak Republics. The history of production in these locations dates back to the 1960s and 1980s respectively. After privatization in 1993, the Dutch company De Heus Animal Nutrition became the owner and majority shareholder. De Heus products are sold in more than 35 countries, and the company is one of the 20 largest feed companies globally.

The Challenge

De Heus, a leading feed producer in the Czech and Slovak Republics, faced significant challenges with its accounts payable process. The company lacked a defined system for effective document management and integration with other internally used systems like Integra and ABRA Gen. The process was largely customary, with electronically received invoices being printed and physically circulated for approval, similar to paper invoices. This led to frequent delays in approval, loss of invoices, and damage to De Heus's reputation among suppliers. Data from received invoices were manually transcribed into the ERP, placing increased demands on the accountants' time and attention. Contracts, after being signed, were scanned and stored in a shared drive, leading to issues of traceability and confidentiality. Issued invoices generated from multiple systems lacked a centralized repository, making it difficult to manage and track them.

The Solution

To address these challenges, De Heus implemented a comprehensive digital solution leveraging Microsoft SharePoint, ScanFlow, and Nintex K2 Five. Microsoft SharePoint served as a digital document management system (DMS), while ScanFlow was used for invoice digitization and data extraction. Nintex K2 Five was used to automate the process. All incoming invoices were digitized, relevant data extracted, and stored in the DMS. The invoices were then formally checked, and the items allocated to the applicable cost centres. A multi-stage approval workflow was implemented, using artificial intelligence elements to streamline the process. Once an invoice was approved, the data was automatically entered into the accounting software for final review and posting. All issued invoices generated by ABRA Gen and Integra systems were archived in the DMS, with a system check for mandatory attachments. The solution also allowed for the digitization and electronic storage of other attachments to received and issued invoices.

Operational Impact

The implementation of the digital solution has transformed De Heus's operations, making it a modern, paperless workplace. The solution has provided visibility and tracking into the status of approvals, creating a defined and optimized process. This has significantly improved the vendor experience and satisfaction. The solution has also enabled the company to monitor and analyze processes to identify bottlenecks and optimize operations. The digitization and electronic storage of other attachments to received and issued invoices have given authorized employees full control of the document flow, even when they are not in the office. With the expansion of production to Slovakia and the construction of a new state-of-the-art plant, the solution will be deployed there as well.

Quantitative Benefit

Significant reduction in time and resources spent on manual data entry and invoice approval process
Improved traceability of invoices and contracts, reducing the time required to trace details
Enhanced security and confidentiality with assigned access permissions