Purchasing
Sales Operations
Product Article Master
Logistics
Finance
- Accounts Payable
- Invoice verification & posting invoices
- Making payments to vendors & queries
- Goods receipt and invoice receipt clearance
- Analyze vendor open line items
- Overhead cost invoices
- MIRO Posting
- Accounts Recievables
- Scheduling a dunning run
- Settling customer payments & queries
- Self-billing of customer’s invoice
- Bank reconciliation
- Customer Invoice Clearance
- Sales Order Booking
- Daily Credit Run
- Releasing Green Orders
Market Research
Document Management
Würth Business Services handles the article data management operations related to the Product Article Master Department. We handle a wide range of processes for maintaining the accurate and standardized article data through SAP system. Our Team utilizes the advanced tools and software, implements standard procedures, maintains quality standards, and efficiently manages and maintains the article data.
Among many processes, Document Management is one of the processed handled by us. In this process, we upload the supporting documents, such as drawings, specification sheets, technical data sheets, and others, in the SAP system. We review the document versions, replace the old documents with new documents, and update the documents regularly related to articles. Furthermore, we add documents as per the instructions by customers. We also solve discrepancies in the documents if necessary and upload correct documents only.
Work Flow
WORK FLOW OF THE PROCESS
01. Receive
Receive documents through an email
02. Check
Check the article number, description, specifications, and drawings
03. Open
Open SAP and replace old documents with new ones
04. Add
Add the received documents instead of replacing if mentioned in instructions
05. Solve
Solve discrepancies if any and upload the correct documents
Benefits
Value-added
BENEFITS OF OUR CUSTOMERS
☞ Avail all the article information and supporting documents at one place
☞ Accurate and updated documents available for future reference
Transition
TIME TAKEN FOR TRANSITION
Step 1
Analysis of customer requirements – 1 Day
Step 2
Resource planning – 1 Day
Step 3
Tools requirement – 3 Days
Step 4
Training phase/Documentation – 2 Days
Step 5
Trial submission – 5 Days
Step 4
Process Handover – 8 Days
For more assistance in understanding the transition process, kindly get in touch with us at contact-wbs@wuerth-industrie.com
Case study:
Enhancing Document Management for Data Reliability
Introduction:
In the realm of data management, maintaining accurate and up-to-date supporting documents is pivotal for efficient operations. Our customer, Würth Industrie Service GmbH & Co. KG, recognized the need for the Document Management process to avail all the documents at one place. This is why they needed support for managing and updating supporting documents for articles, such as drawings, specifications, and technical data sheets, in the SAP system. By ensuring the correctness of documents and addressing discrepancies whenever necessary, we aims to provide reliable information to our customer.
Problem:
Our customer faced challenges in efficiently managing and updating supporting documents for articles within the SAP system. Furthermore, the customer needed to invest a large number of man-hours to solve inconsistencies in document versions, potential errors in data entry, and difficulties in keeping up with customer requests for specific documents. This inefficiency hindered its ability to provide accurate and reliable information to customers and stakeholders.
Solution:
Recognizing the need to enhance their Document Management process, we adopted an approach to improve the document accuracy, version control, and customer satisfaction. Our key solutions included:
1. Comprehensive Document Review: We implemented a detailed review process to ensure the correctness of supporting documents. This manual process involved meticulous review of document versions, contents, and cross-referencing with relevant article information.
2. Document Updating and Replacement: Based on the instructions mentioned in the email, we uploaded a new document version or replaced the current version. In addition, upon identifying discrepancies or outdated documents, we contacted our customer and uploaded the correct and updated versions of documents. We uploaded the documents and maintained all the versions based on the requests.
Results:
The changes implemented in the manual Document Management process led to significant improvements in data accuracy, customer satisfaction, and overall transparency for Würth Industrie Service GmbH & Co. KG. Our key results included:
1. Accurate Document Information: By employing a meticulous document review approach, we achieved an increase in accuracy and uploaded up-to-date documents for articles in the SAP system. This improved the reliability of information provided to customers and stakeholders.
2. Streamlined Document Versioning: The manual document updating and replacement process led to a reduction in inconsistencies in document versions. This streamlined version control and minimized the potential for referencing outdated information.
3. Time Saving: Our approach led to significant time savings per month. We saved nearly 15 hours for our customer in a month. This saved time can be utilized for executing different core operations.
Conclusion:
By transferring the Document Management process, our customer, Würth Industrie Service GmbH & Co. KG, availed updated documents at a single place. By implementing a comprehensive document review and meticulous updating process, we successfully improved document accuracy, version control, and customer satisfaction. While automation was not involved, the results highlight the value of a well-executed Document Management process in maintaining effective information management practices and delivering trustworthy customer solutions.