Before the Triott Group was founded in 2003, Ottevanger Milling Engineers was already a global player in the field of designing, producing, and constructing machines and complete installations for the grain processing and mixed feed industries. The company was founded by Dirk Ottevanger in 1909 and mainly engaged in the construction and maintenance of (traditional) wind turbines. This changed under the leadership of the second Ottevanger generation, when the company started focusing on supplying mechanical installations for the processing of cereal products.
Today, the company is run by the fourth generation of the Ottevanger family, and the organisation has developed into being an international player with clients spread all over the world. Ottevanger Milling Engineers has two well-equipped factories in Aalten and Moerkapelle and employs more than 250 people. From there, complete machines, production lines and turnkey projects are designed and manufactured using the latest technologies. The projects are then assembled and started under the supervision of a project leader. If desired, Ottevanger can provide assistance in educating and training local employees and in maintaining the installations.
Further growth and the acquisition of related companies led to Triott, an umbrella holding company of six operating companies: Ottevanger Milling Engineers, Wynveen International, Inteqnion, TSC, PTN and Almex. Each operating company specialises in one or more aspects of setting up factories for the production of animal feed. This applies to both new construction and renovations and modifications. TSC, or Top Silo Constructions, is responsible for the design and production of silos, Inteqnion specialises in the design, production, and implementation of control systems in the production industry, and PTN supplies grain presses and related machinery for the mixed feed, recycling and biomass industries. The cooperation of the operating companies results in a synergy that offers unique advantages at machine level and in the delivery of large turn-key projects.
A major advantage of our organisation is the flexibility with which we can offer projects. We have short lines of communication between the various operating companies, which enables us to act quickly. We think along with the customer and offer him functional solutions. Despite the size of the organisation, it still feels like a family business: involved, social and interested in its employees. You can see this in the low staff turnover. Everyone gets the chance to develop themselves and grow within the organisation.
CHOOSING A SCANNING SOLUTION
Triott Group processes around 20,000 invoices annually. Until recently this was still done manually. Of the incoming invoices, 95% are related to a previously registered order. The remaining 5% are general overhead invoices. Before the process was digitised, it looked like this; invoices came in by post or e-mail and had to be printed and sorted by administration. They then went their rounds to the various employees such as purchasers, project managers and other people responsible, to be approved. The invoices relating to an order were manually compared with the receipt and purchase order. On their way, the invoices sometimes got lost, and because they had not yet been entered, there was no up-to-date overview of the costs. Once the invoices returned to the administration, they were sorted, again, and entered. The physical documents were kept in a folder and when they had to be paid, they were taken out of the folder again for stamping. After sorting the invoices again, they were put back in the folder. If someone accidentally put the invoice in the wrong folder, it could get lost forever.
As the organisation grew, the desire arose to centralise the administration of the various branches. Many administrative documents were sent back and forth by post. As the number of project managers and purchasers increased, we noticed that our invoices increasingly disappeared at the various departments. The act of processing the invoices was very time-consuming
Triott Group’s growth, the desire to centralise all administrations and the associated pressure on the administrative process, led to the decision to switch to a different ERP application, where the option of an integrated scanning solution was an immediate requirement. Because of its extensive project management capabilities, Trimergo T2, from supplier Trimergo Project Industry Solutions, was chosen. Scan Sys is the only provider of an integrated link with Trimergo T2, so the choice for the scanning solution was a logical one. Visma AccountView was chosen as the underlying financial application. Both Trimergo T2 and ImageCapture are linked to this financial application.
When I started working for Triott five years ago, they had an outdated ERP system that did not yet allow for invoice scanning. So, we started looking for a different ERP. We wanted project-based software for our large projects, and the option for invoice scanning was one of the main requirements. In addition, we didn’t want nonstandard customized software. Scan Sys is the only provider that Trimergo works with, so by choosing to work with Trimergo, we subsequently chose to work with Scan Sys.
use of ImageCapture
A large proportion of the invoices arrive in our administration digitally. We hardly have to worry about them anymore, because they are automatically imported from the mailbox. In addition, there is a traditional flow of documents that are sent by post and scanned by us into a folder on the network. From there, these invoices are also imported by the software. Most of the invoices (95%) are related to an order registered in Trimergo.
The software then links the invoice to the correct creditor in Trimergo and searches for the most important characteristics such as the invoice number, the date, and amounts. If the invoice relates to an order in Trimergo, it is provided with the order number by the supplier. Using this number, ImageCapture retrieves the corresponding order and compares it with the amounts on the invoice. Any differences between the order and the invoice will be shown immediately. If the invoice completely matches the order, it is automatically exported to Trimergo T2. The invoice does not need to be approved anymore. Invoices that do not fully match the previously placed order can be sent to the responsible employee using the workflow functionality in ImageCapture. Cost invoices also need to be approved, after which the bookings are created in Trimergo T2 and exported to AccountView.
For payments, ImageCapture automatically generates a payment advice list from AccountView. The great advantage is that our management does not have to log into AccountView to check the payments. ImageCapture automatically sends an e-mail with an Excel file. This file contains the entire list of payments at document level. The invoice can be opened directly from the Excel file.
WHAT HAS WORKING WITH IMAGE CAPTURE ACHIEVED SO FAR?
The front desk’s capacity was reduced by 50% due to natural wastage (employees who retired), the software has compensated for this. We also notice that the speed of processing has increased, even though we have fewer employees working on it. The main advantage of ImageCapture is that everything that comes in goes straight into the program. It is easier to take over work from one another at different locations because all documents are digitised and are therefore not lying around on a desk somewhere. Digital archiving also saves us a lot of searching and sorting. Everything is always available..
Experiences with Scan Sys
Finally, we asked about the experiences with Scan Sys;
Working with ImageCapture has now become an integrated part of the organisation, and we are very happy with it. Consultant Haro Thierrij implemented the software for us, the implementation was carried out very well and professionally
SScan Sys is an organisation with short lines of communication; for example, if I call the helpdesk, they help me, full stop! When you hang up, either you have the solution to your problem, or the support staff will keep looking until they have found one for you
Aldus Martijn Hendriks, Financial Manager