Gustav Ehlert is a supply chain specialist for consumables in food production based in Verl, East Westphalia. Founded back in 1924, Ehlert offers its customers a comprehensive range of commodities and consumables with a full-service package.

As early as 1997, a then current archiving system was introduced, but the invoice receipt workflow could not be integrated with this system. As a result, the project was abandoned unfinished after several years. The requirements were clearly defined: a digital archive was needed that could process and archive incoming invoices in a continuous process. Due to the failed project, it was of enormous importance to bring back the employees, who were rather skeptical about new solutions after the negative experiences. The project participants had to be convinced that this time the project would lead to the desired result.

Gustav Ehlert relies on Microsoft Dynamics 365 Business Central. The Simova add-ons DMS and DVS are implemented in Business Central. Both Simova add-ons are seamlessly integrated into the interface of the Business Central solution and offer users the possibility to always access current information. Internal communication between departments and employees is improved for individual documents, such as sales orders or invoices. Via the process integration of the DMS solution, those involved in the process always have access to important and business-relevant documents.

Another advantage of the DMS solution is the decentralized storage of process-relevant documents. Intimes of home office and flexible work models, mobile access is the key. In combination with the third-party tool ecspand from our partner d.velop, the documents are additionally archived in an audit-proof manner and thus fulfill the legal requirements around the retention periods for business-critical documents.

Another solution from a Simova partner is also connected to the DMS solution. Document Capture by Continia has been adding incoming invoice processing to the project since 2020. In interaction with DMS by Simova, incoming invoices can now be archived automatically after processing, without having to handle these processes manually. So far, the use of the Document Capture solution has been limited to the area of IT invoices, but is to be successively rolled out to other departments. A special feature of this project step is that the document capture implementation and realization took place within a short period of time.

DVS by Simova enables employees at Gustav Ehlert to distribute, process and manage process-related questions, information or tasks. Whether queries about invoices, tasks regarding open quotations or information about orders sent, with DVS the employees in the internal sales, purchasing and financial accounting department never lose the overview.

The interaction of incoming invoice processing, subsequent archiving and support of internal communication along the processes and workflows offers employees at Gustav Ehlert the opportunity to combine flexible working models with process reliability. Gustav Ehlert can thus focus even better on its core business and provide the best possible support for its diverse customers in the food industry.