Handling Sales and Purchasing Files & Certificates Safely

Sales and purchasing files were previously stored in a digital system originally designed for notary offices. “But ‘everything on paper’ doesn’t work when more and more colleagues are working from home,” says Hans. Traditional paper files were the norm, and Klinger Nederland wanted to work in a more sustainable way (using less paper and fewer printers) but, above all, in a more dynamic way. A more dynamic approach meant that files would be automatically generated while people were working on a sales or purchase order—resulting in fewer manual administrative tasks and, consequently, fewer potential errors.

Klinger Nederland B.V. has been using printers through OneXillium since 2015. Together, we discussed the necessary transition from print to digital. “Our company culture is informal and no-nonsense; when problems arise, we tackle them head-on and solve them as best we can with new, innovative ideas. At Klinger, customers can rely on technical experts who go above and beyond to further perfect our already excellent products. I see that same enthusiasm at OneXillium, which is why we’ve clicked so well from the very beginning.”

The Xtendis Enterprise Information Management (EIM) solution was delivered to Klinger Nederland B.V. as a cloud-based SaaS application. Hans had this to say about it: “Digital documents from our ERP system are automatically linked to the correct Xtendis folder, creating complete files. But OneXillium has also been a huge help in scanning other paper documents and then linking them to the correct purchasing and sales files. We ran the current system and Xtendis side by side for two to three months and quickly realized that the quality of Xtendis—partly due to intelligent indexing—was much better. In the old system, documents would sometimes end up in the wrong files. Moreover, not much has changed for the users—my colleagues. Where previously a “Print” command was given, the “Index” command is now issued from, for example, Microsoft Outlook. In this way, an email message ends up in the correct purchase or sales file, corresponding to the relevant supplier or customer.”

• Sales and purchasing files are available 24/7 to authorized employees at any workstation with an internet connection.
• Working in a more sustainable way by drastically reducing the use of paper documents.
• Using less paper leads to cost savings.
• Find information faster, thanks to intelligent indexing.
• Colleagues no longer have to leave their workstations to print documents and then file them manually (saving time).

This digital transformation project began with the secure digitization of sales files. Next, the procurement file process was addressed. Currently, we are working with OneXillium to set up a digital workflow to improve efficiency regarding certificates. “Everything we manufacture and/or deliver involves certificates. Klinger Nederland B.V. is certified to NEN-EN-ISO 9001:2015, NEN-EN-ISO 14001:2015, and VCA. We must always be able to demonstrate that our products have been tested in accordance with the established requirements. When customers have questions, our logistics department must therefore print out the relevant certificates and include them with the order. By digitally linking all these certificates to our products and services via Xtendis, customers will be able to download the relevant certificates through their own customer portal in the future. That means transparency for customers, convenience for us, and time savings for all of us,” Hans concludes.