EDITEL Journal 2/2015 EN

editelJOURNAL C O R P O R AT E M A G A Z I N E O F T H E E D I T E L G R O U P VIENNA

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PRAGUE

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B R AT I S L AVA

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BUDAPEST

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I S TA N B U L

Finding new ways

DIGITAL FACILITY ­MANAGEMENT Every month 3,000 invoices will now be reviewed and processed automatically at Facility Manager ISS.

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SS, a facility management company, strives to perfect its processes each and every day for the benefit of its clients in all its lines of business, from airports and catering to technical services. ISS now receives approximately 3,000 invoices from one of its main suppliers electronically instead of on paper. EDI (Electronic Data Interchange) makes it possible.

No more manual work Harald Denk, IT director at ISS, explains the approach: “We offer facility services in many different in-

dustries and business areas, which is why we have a very complex structure that includes subsidiaries and business partners. Managing the incoming invoices from all these business partners was too time-consuming and too error-prone. Now that everything has been automated, we no longer need to scan anything, check anything manually or enter information into the ERP system manually. Thanks to this approach, our accounting workload decreases by approximately half a workweek. That’s all it took to convince our staff of the benefits of this solution.”

© Petra Spiola

EDITORIAL

Peter Franzmair CEO Editel Austria

Electronic Data Interchange is the digital backbone of procurement of goods processes and the link between the manufacturing and the retail industries.

It is always impressive to see how beneficial EDI is for many of our clients who rely on this technology to optimize their supply processes in their everyday work.

And yet, there still is a lot of potential for EDI, even in other areas beyond the consumer goods industry. One of the latest examples is a Hungarian start-up that offers e-business solutions for legal matters. In collaboration with EDITEL, this company developed a solution that automates business processes for legal documents. Read the full story on page 4.To us, quality and safety regarding our processes and services are key, both for existing industry-specific solutions and when creating new ones. In this spirit, we were very happy to pass the ISAE 3402 type II review performed by the independent auditing firm Ernst & Young. The goal of this review was the adequacy of our quality assurance steps for all services provided to our clients (page 4).

This issue of our Journal also includes an article about daily EDI business at a few international subsidiaries of retail giant BILLA (page 3) as well as a story on how ISS, a facility management company, is finding new ways to optimize its internal invoicing processes (page 1).

Happy reading!

Peter Franzmair

ARTICLES IN THIS ISSUE invoicing at ISS 1 Electronic Facility Manager saves half a workweek thanks to e-Invoice.

DI interface for Sage‘s ERP system 2 ESage customers can now get EDI-ready in no time. optimizes procurement of goods processes 3 at Billa Business Monitoring solution ensures transparent processes BILLA Czech Republic.

BILLA Slovakia implements confirmation message COMDIS.

A QUICK UPDATE WKÖ Congress on e-Invoice shows benefits of EDI http://wko.at/e-rechnung This is how digital logistics connects businesses http://www.industrieweb.at/fachkongressdigitalelogistik Learn more on this year’s ECR Austria Day http://www.ecr-austria.at/fotos-infotag-2015

The future of data management at BVL ­Ennovation Day 2015 http://www.bvl.at EDITEL News around the clock.

Follow us on Xing and LinkedIn

iLex and EDITEL improve legal document management 4 Automatized processes for handling legal issues.

EDITEL is ISAE 3402 Type II approved Ernst&Young confirms quality of EDITELs internal control ­systems.

The EDITEL Journal is published as a supplement to GS1 Information in a total of 13,000 copies. It is available in German, English as well as in Czech and Hungarian for our international clients. To download the Journal as an epaper, please visit www.editel.eu/press/ publications. If you have any suggestions, please contact us at info@editel.at

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editelJOURNAL Corporate Magazine of the EDITEL Group

”Our accounting workload decreases by ­approximately half a workweek. That’s all it took to convince our staff of the benefits of this solution.“ Harald Denk, IT director, ISS

Easy and fast implementation On the technical side, ISS relied on expert support from the EDI services pro-

IN BRIEF DI for facility management services E Implementation of an electronic and fully automated invoicing process A single main interface for all business partners Project implemented within merely three months Services provided by EDITEL EDI Communication via eXite® EDI Integration as a Managed EDI Service Consulting services

vider EDITEL: “We have integrated all invoice data into our corporate ERP system for ISS and all business partners, which allows us not only to ex­ change information, but also to process it without a glitch. All data is transferred via the EDI platform eXite®, which ensures that data is transmitted in real time. We also have the option of easily adding more business partners at a later point,” says Björn Neumann, EDI specialist at EDITEL. ISS plans to connect more business partners to the system in the upcoming months. Harald Denk concludes by saying that “we have already made our invoice processing ­ much more efficient. Our next logical step is to add as many business partners as possible.” n

ABOUT ISS FACILITY SERVICES ISS offers its services throughout Austria and has 12 subsidiaries and a total of 7,500 employees, which makes it one of Austria’s largest employers. Sales in 2014 reached 211 million euro. Worldwide, ISS employs 510,000 in more than 50 countries and in 2014 had overall sales of 10 billion euro.

WIN-WIN: DESADV & GS1 T ­ RANSPORT LABEL

EDI INTERFACE FOR SAGE ERP SYSTEM

© iStock.com/shapecharge

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he company Business Software now sells its Sage Office Line ERP ­system with an integrated EDI interface to the EDI platform eXite®. This gives ­clients the option of exchanging electronic documents via EDI – it’s easy and straightforward. Integration into daily ­ business processes is also a breeze.

“This enhancement allows our clients to access ­eXite®, the EDI platform by EDITEL, and to get in touch with more than 15,000 business partners in different industries. It’s our response to our clients’ growing demand for EDI integra­tion,” says Johannes Schwaiger,

CEO of Business Software GmbH. With minimum effort, the additional EDI ­ ­module can be integrated into existing or newly implemented ERP solutions.

Any kind of information, whether it’s electronic o­rders, despatch advices, supplier data, invoices, price lists or production data can be exchanged and processed automatically in real time, in a safe and transparent process. n www.business-software.at www.editel.eu/solutions/­ediintegration

lear identification and traceability of logistics units along the entire supply chain: the GS1 transport label makes it happen. In conjunction with the electronic despatch advice ­DESADV, merchandise flows can be combined with the information flow to reap all the benefits. This is great news for retailers, as they can save up to 30 minutes per pallet during merchandise receiving processes. A study recently published by GS1 also showed that invoice review becomes much easier because time-consuming manual work is no longer required.

The lead author of the study, Dr. Maria Madlberger, emphasized that one of the lesser known facts is that the

GS1 transport label and DESADV also have many advantages for the manufacturing industry. A case study presented in the study showed that DESADV in combination with the GS1 transport label can revolutionize any company’s internal quality assurance process. In addition, logistics services providers also favor the integration of GS1 transport labels and electronic invoices. According to Ms. Madlberger, DESADV improves delivery quality in both the retail and the manufacturing industries. n www.editel.eu/news/latest/ article/the-true-potential-of-theelectronic-despatch-­advice

editelJOURNAL Corporate Magazine of the EDITEL Group

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A GLIMPSE INTO BILLA‘S EDI INFRASTRUCTURE BUSINESS MONITORING AT BILLA CZECH REPUBLIC

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housands of orders are placed at Czech BILLA stores each and every day to ensure the availability of the wide selection clients have grown accustomed to. In an effort to have even better control of all order and de-

IN BRIEF usiness Monitoring solution at B BILLA Czech Republic Centralized control of order processes at local stores Allows users to spot irregularities between orders and deliveries

www.billa.cz www.editel.cz

livery processes, BILLA Czech Republic relies on the Business Monitoring solution by EDITEL. It allows the Prague-based headquarters to monitor all electronic orders as well as matching despatch advices for all stores connected to the system. Pavel Moša, director of IT at BILLA Czech Republic, explains the advantages inherent to the Business Monitoring solution: “Thanks to this solution, we have drastically improved order processing efficiency at our stores.

Among many other things, we have the option of checking the quantity indicated on orders and deliveries against each other. This allows us to identify any irregularities sooner than ever before and helps us avoid them in the future. Ultimately, this improved

our collaboration with our suppliers.”

All analyses are based on data ex­ changed via eXite®, the EDI platform

by EDITEL. Tomas Adámek, an EDI expert at EDITEL, elaborates: “Now that BILLA has added the Business Monitoring module to their existing EDI infrastructure, they have taken

the transparency of order and delivery processes to the next level. And it goes without saying that this solution is also a great choice for monitoring electronic invoicing processes. We always customize our solutions to our clients’ needs and we can expand the existing infrastructure as needed.” n

E-INVOICE OPTIMIZATION WITH COMDIS AT BILLA SLOVAKIA

CONFIRMED!

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© GS1

astering complexity – this is what electronic business processes are mainly about. This is why for large internationally active retail companies such as BILLA, the continuous expansion of the existing EDI infrastructure is an essential element for the long-term optimization of procurement of goods processes. This year, the Slovak subsidiary of this retail ­giant tackled the issue of electronic invoicing. In collaboration with the EDI

provider EDITEL, the confirmation message COMDIS (commercial dispute message) was implemented. This message has been created to inform manufacturers about faulty deliveries such as damaged merchandise, incomplete or late deliveries. The complaint must be clarified and remedied before an invoice can be issued. Tomáš Urminský, project manager at EDITEL SK, explains the process: “This status message gives retailers the tools to

gain even better insight into the procurement of goods process, to identify mistakes and irregularities faster than before and ultimately to make the invoicing process more efficient.” On the other side, suppliers also benefit from swifter invoice processing. One thing is certain for both parties: since all invoices and all related confirmation messages are archived in the EDITEL archive that has been approved by Deloitte, everybody can be sure that all data are safely stored and that they can be accessed any time.”

Ján Pastucha, head of IT at BILLA Slovakia, sums things up:“ The implementation of such confirmation and inspection processes helps us examine our own corporate processes and provides increased transparency, cost control and better collaboration with our business partners, and all of this in both the short and the long run.” n

IN BRIEF I mplementation of confirmation message COMDIS Optimization of e-invoicing processes Transparency and cost control along the entire procurement of goods chain

www.billa.sk www.editel.sk

© iStock.com/Dimitrios Stefanidis

EVERYTHING AT A GLANCE

© Frank Wagner – Fotolia

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editelJOURNAL Corporate Magazine of the EDITEL Group

EDI FOR LEGAL DOCUMENTS iLex has received the 2015 IBM Innovation Award for its e-business solutions for legal documents.

Now this Hungarian start-up business has teamed up with EDITEL to make its services EDI-compatible.

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anaging legal documents can be quite a challenge. The Hungarian start-up iLex rose to the challenge and develops customized e-business solutions for the efficient management of legal workflows. Since it takes knowledgeable experts to efficiently manage contracts, expert opinions, correspondence and other legal documents within a company and between subsidiaries, iLex relies on the EDI experts at EDITEL. The founder of iLex and its managing director Marianna Ritter addresses the many advantages of this decision: “Thanks to the collaboration with EDITEL, we are now in

ERP

iLex

IN BRIEF I ntegrated use of the iLex solution with EDI services by EDITEL EDI Communication Digital Archiving (Deloitte-approved) Automated, standardized exchange, integration and archiving of legal documents, records, correspondence, etc.

Maximum safety standards for iLex clients when transmitting and archiving sensitive data www.editel.hu www.ilexsystems.com

a position to offer our clients an even higher degree of automation for iLex processes. This ultimately means that all documents are transferred electronically and safely to the corresponding business partner in real time and can then be processed by them.”

Sensitive data presupposes a high degree of transfer safety. The data ex­ change platform eXite® fits this purpose like a glove, and the same is true for the safe archiving solution by EDITEL for long-term storage. Legally relevant

documents can be accessed and downloaded anytime via the Deloitte-approved digital archive using an online ­access portal. This allows companies to manage all their legal business processes, both internal and external, in a transparent and fully automated manner that also meets all compliance requirements. Tibor Šata, managing director at EDITEL Hungary, also sees great potential in this collaboration, saying that “we are very excited to team up with iLex with the goal of

supporting legal business processes with Electronic Data Interchange (EDI). This successful project once again underscores the major EDI optimization potential even beyond the area of procurement of goods.” n

IMPRINT ISSUE 2/2015 Owner and publisher: EDITEL Austria GmbH, 1040 Vienna, Brahmsplatz 3; T: +43 (0)1/505 86 02; e-mail: info@editel.at. www.editel.eu

EDITEL SUCCESSFULLY PASSES ISAE 3402 TYPE II REVIEW

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DITEL has successfully passed the ISAE 3402 Type II review for its i­nternal control system. The review included a check for the adequacy of quality assurance activities for all services provided to clients: security and applications, software development quality (change management) as well as international support. Ernst & Young, an external and independent business auditing firm, conducted the audit.

ISAE (International Standard on ­Assurance Engagements) 3402 is an internationally recognized audit standard for internal control systems.

Type I reports include the verification of the control design and type II reports also include the practical

EDITEL Austria GmbH is a wholly-owned subsidiary of GS1 Austria GmbH. The corporate objective of EDITEL Austria GmbH is the electronic data exchange between business partners, the sale of the required software and support services.

Management and responsible for the content: Peter Franzmair Editorial staff: Sylvia M. Gerber Proofreading : Dagmar Jenner, www.texterei.com Translations: English: Dagmar Jenner, www.texterei.com Czech: Zuzana Ciháková Hungarian: Katinka Czigány Layout: www.creativedirector.cc Disclosure pursuant to Austrian Media Law as amended in March 2009: the purpose of this newsletter is the promotion and support of ­EDITEL Austria‘s business activities.

v­ erification of the efficiency of con­ trol activities over a time period of more than six months, which trans­ lates into an even more reliable and stricter evaluation. EDITEL has fully met all requirements for the ISAE 3402 type II review. Both the company and its clients now have quantifi­ able proof that the entire internal

control system is effective and secure and that it is monitored and improved on a continuous basis, even after the conclusion of the audit. n For more detailed information on the audit report please contact info@editel.at