Heineken

Reducing complexity and committing to best practice to drive efficiencies

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Industry:

Food & Beverage

Regions:

Europe

Solutions:

AP Automation, E-Invoice Receiving

heineken-basware-customer

Consolidating their finance functions into a single Shared Service Center (SSC) by implementing Basware AP Automation, Heineken achieved significant time and cost savings. Today over 90% of Heineken’s purchase invoices are matched automatically.

Heineken is one of the world’s leading brewers, with a wide international presence through a global network of distributors and breweries.

In 2016, Heineken Nederland made the decision to consolidate its IT, HR Facilities Management and Finance functions into a single Shared Service Center (SSC) which would service the 25 business and sales units across the country.

The goal was to reduce the time and resources dedicated to the manual processing of invoices and to create an end-to-end automated invoice processing solution, from scanning, order matching through to archiving.

Key takeaways

93%

Automatic matching rate for e-invoices

40%

Reduction in FTEs

95%

Reduction in approval times for e-invoices

Heineken's challanges

Heineken’s SSC Accounts Payable department, handled 430,000 purchase invoices every year, many of which were still paper based. Both electronic and paper invoice matching needed to dramatically increase to reduce time and resources spent on invoice approval workflow.

Another significant challenge was finding a solution that could integrate with five separate ERP instances: two SAP 4.5 systems, SAP 4.7, SAP 5.0, and an in-house system, Proost.

Finally, Heineken has over 14,000 suppliers that make up its supply chain, adding additional complexity and scale to the implementation project.

Control and efficiency for Heineken with Basware's AP Automation solution

Heineken selected Basware AP Automation to deliver the control and efficiency the AP department required. The solution was particularly strong in two key areas for Heineken; Basware any ERP provided easy integration with Heineken’s multiple ERP systems, and the automatic matching delivered the accuracy and speed of invoice processing to streamline the AP department workflow.

The solution was successfully rolled out across the SSC in just nine months, from the initial proof of concept to going live with the first SAP environment.

The key success factor for this project was how easily we could integrate Basware with our complex ERP environment. The Basware solution has proved incredibly flexible, providing a seamless integration with our existing systems. Financial Services Manager at Heineken

Today, the Basware solution accesses five different ERP systems to locate the relevant Purchase Orders. Once the system matches the purchase invoice to the PO, the coding and audit trail from the PO are automatically transferred to the invoice. Subsequently, the invoice is automatically forwarded to the ERP system for payment.

The key success factor for this project was how easily we could integrate Basware with our complex ERP environment. The Basware solution has proved incredibly flexible, providing a seamless integration with our existing systems.

Financial Services Manager at Heineken

Results

The Basware solution now processes 230,000 electronic and 200,000 paper invoices. Of the 230,000 electronic invoices, 210,000 are completely automated from receipt to payment.

“The time to approve paper and electronic invoice has fallen dramatically, allowing us to devote resource to higher value core tasks,” explains Financial Services Manager. Basware helped cut the approval time for order related electronic invoices by 95%, for all order related paper invoices by 60% and for non-order related invoices by 40%. 

The accuracy of automated order matching was also a key metric for the success of the project, and the Basware solution exceeded expectations.

“Basware solution has greatly improved the accuracy and speed of our AP process. Today, we are achieving automated matching rates of up to 93% on electronic invoices,“ concludes Heineken's Financial Services Manager. This has resulted in a significant productivity gain with Heineken able to reduce the dedicated resource to AP by 40%.

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