Hicron proprietary solution for the invoice and other document flow process based on SAP Fiori

 

We are all aware of how much time in the organization it takes activities that could be automated using technology. One of the larger groups of such activities is administrative and office works, including, for example, document circulation in the company. These are procedures that can be automated relatively quickly, as they involve the use of relatively simple IT solutions. Thanks to this, employees can focus on tasks that are much more valuable to the organization.

Our many years of experience in the development and implementation of innovative IT systems has allowed us to develop a proprietary solution for the purchase invoice process to improve the document flow process. It is based on the intuitive and accessible SAP Fiori interface – which definitely affects the comfort of work for users.

The Hicron Workflow Streamer tool is a solution that automates the electronic flow of documents, invoices, delegations, tasks, and information. It allows you to improve standard business processes between departments and individual employees of an organization, which has a huge impact on the ergonomics of information flow and speed of processes.

The architecture of the solution on the example of purchase invoices workflow in SAP Fiori:

Hicron Workflow Streamer is based on standard SAP ERP (backend) and SAP Workflow functionalities, which use a workflow engine developed by Hicron. Everything visible to the user (frontend) is based on SAP Fiori – invoice acceptance, reporting status, and invoice information entered into the system. This solution also assumes the possibility of using other frontend solutions – SAP Portal, SAP Netweaver Business Client, or SAP Business Workplace.

 

Basic functionalities:

  • Email notifications about the task are sent automatically.
  • Reminders and escalations about completing the task.
  • Access tasks in a personalized application.
  • Collective notification on overdue tasks (at the end of the month).
  • Quick acceptance path.
  • Control of the connected invoice scan with description and acceptance history.
  • Posting manual or automatic invoices with error handling during posting.
  • Application to review all invoices in work flow.
  • Work administration.
  • Additional workflow stages prepared taking into account the company’s requirements and procedures.

 

The basic version of the solution includes two pre-configured invoice acceptance scenarios (cost invoice and purchase invoice posted about the order). Thanks to the intuitive and simple configuration, work scenarios can be flexibly adapted to the individual requirements of your company.

 


Hicron Workflow Streamer is seemingly small system solutions that can have a significant impact on improving the ergonomics of work in a company. Our proprietary solution can be tailored to the individual needs of your company. If you have questions about its functionality, would like to see a demo of a solution or have an idea to improve other processes based on workflow – we encourage you to take advantage of the opportunity to arrange an online consultation.

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Below is the basic process scenario for a cost invoice:

 

The Hicron Workflow Streamer interface, thanks to the development based on SAP Fiori, is simple and intuitive. It significantly improves the process of accepting invoices and can be operated without additional, time-consuming training. Each user has easy access to it (not only from a computer but also from mobile devices: smartphones and tablets). Employees of the organization gain valuable time to deal with the company’s priority.

Benefits of using the solution:

  • Automation, ordering, and transparency of the document flow process.
  • Speed ​​up the invoice approval process.
  • Reduction of costs related to administrative activities.
  • Greater efficiency and ergonomics of processes.
  • Access to applications on mobile devices.
  • Separate the cost acceptance process from payment acceptance.
  • Control of access rights to documents.
  • Expenditure control and anti-fraud at the purchasing level.

The solution is dedicated especially to:

  • Accounting departments.
  • Financial departments.
  • Purchasing departments.

 

Can be expanded with additional functionalities:

  • Integration with the OCR system.
  • Barcodes.
  • SAP Content Server – electronic invoice archive.
  • Handling electronic invoices (XML, EDI, Webservice).

 

Workflow purchase invoices are just an example.

Using the proprietary solution in the process of defining work scenarios, it is possible to extend the solution with any work process you choose, e.g. order acceptance, offer acceptance, master data change management, travel and business expenses acceptance. At the same time, thanks to the integration of SAP ERP and SAP Fiori, it is possible to use a huge number of standard SAP Fiori applications that change and simplify work with the SAP ERP system.

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Thanks to Hicron Invoices Workflow, users save time necessary for the full invoice cycle and approval, thus minimising number of possible process errors.

Paweł Polański, Solution Architect, Hicron


Contact us to learn more

Do you observe the need to automate the flow of documents in your company? Or maybe you have questions about our solution?

Contact us and discover the possibilities of Hicron Workflow Streamer.