Overview
Delta NEU Group, based in Lille, France, has been at the forefront of developing industrial air systems for over a century. With a strong presence across seven European countries, including the UK, Delta NEU’s Delta NEU Limited division in the UK provides reliable, robust solutions for production-related challenges, enhancing product quality, staff health and environmental protection. Delta NEU operates in accordance with international standards such as ISO9001v2000, COSHH and ATEX, ensuring both product excellence and compliance.
Delta NEU’s procurement and payment processes, however, had become increasingly cumbersome and error-prone, due to reliance on multiple systems, manual data entry and paper-based documentation. To address these inefficiencies, the company sought an automated solution that would streamline operations, reduce errors and improve overall workflow.
The Challenge
The current process at Delta NEU involved managing purchase orders (POs) through an externally sourced system, which would then export POs into Sage via CSV files. When invoices were received, they were either printed or emailed to the approver for manual matching against the POs and confirmation of goods delivery. Once approved, this data was entered into Sage manually, and hard copies were filed.
This fragmented approach resulted in numerous challenges, including missed or delayed approvals, paper trails going missing and difficulty in tracking orders and payments. Engineers sometimes placed orders without proper documentation, requiring additional time to chase approvals, increasing workload and causing delays. Furthermore, missed or early payment discounts led to inefficiencies in cash flow management.
The manual input and approval process proved to be time-consuming, leading to potential missed opportunities and increased risk of errors, especially in managing short-term credit accounts. Delta NEU recognised the need for a more cohesive, automated solution to improve the overall procurement to payment workflow.
The Solution
Key Digital implemented a custom DocuWare system, a powerful document management and workflow automation platform, to optimise their procurement process. By introducing a tailored workflow system, Delta NEU was able to significantly streamline operations from purchase order creation to invoice approval and payment.
Engineers and staff now create purchase orders through a private webform, selecting items from a predefined list and attaching any necessary quotations or supporting documentation. The system automatically triggers approval workflows based on set thresholds, ensuring that only authorised requests move forward. For higher-value orders, the workflow sends the request to relevant stakeholders, such as line managers or senior management, for approval.
Once goods are received, delivery notes and Goods Received Notes (GRNs) are scanned using a mobile app or multifunctional devices (MFDs), automatically syncing with DocuWare to complete the approval process. Invoices are received via a dedicated email address, and DocuWare uses a three-way match system to check the invoice against the PO and GRN, ensuring that prices, quantities and total amounts align. If all matches are correct, the system automatically processes the invoice for approval, depending on set thresholds, or routes it for higher-level approval.
Once approved, invoices are automatically exported to Sage 50 via CSV files, reducing manual data entry. The entire process, from purchase order creation to payment, is fully auditable, offering complete transparency and real-time tracking of document status. DocuWare’s secure centralised storage ensures compliance with ISO27001 standards, eliminating the need to maintain paper records on-site.
“Working with Key Digital has been a great experience. The PO system looks excellent, and the amendments we asked them to make have really streamlined the process. With the CSV export now set to happen every 5 minutes after PO approval and the user-specific auto sign-off threshold works well.
The follow-up support has been great and we’re confident that the final tweaks will ensure everything runs smoothly.”
– Justin Rose, Finance Director
Benefits
By implementing Key Digital’s DocuWare solution, Delta NEU has achieved significant improvements across various operational areas:
- Increased Efficiency: The automated workflow has reduced the time spent on manual data entry, document matching and chasing approvals, saving valuable staff hours
- Improved Accuracy: With the three-way match system, errors such as duplicate invoices or mismatched data are flagged and corrected, ensuring that only accurate invoices are processed
- Faster Approvals and Payments: The system allows for quicker approvals, reducing delays in payment processing and improving cash flow management. Missed payment discounts are now a thing of the past
- Enhanced Transparency: The fully auditable system provides real-time visibility into the status of invoices, making it easier to track documents and ensure compliance
- Compliance and Security: DocuWare’s secure, centralised storage adheres to ISO27001 standards, ensuring that documents are safely stored and easily accessible without the need for physical files
This comprehensive solution has enabled Delta NEU to transform its procurement and payment processes, improving operational efficiency and reducing costs. The shift to a fully automated, paperless system has not only streamlined workflows but also enhanced the overall financial and operational performance of the business.