ABB Oy wanted to streamline the workflow of journals across its offices. The previous system did not allow for an efficient way of working but required unnecessary manual work both from the person creating the document as well as the person posting it. Additionally, the journals had to be printed and archived on paper.
Aiming for an efficient processing of journals
ABB’s primary goal was to create a smooth and efficient process for processing journals. They wanted a tool that would bring efficiency, among other things, by being paperless and directly integrated with SAP, and one that would eliminate duplicated work.
Expectations were met when ABB started using Aico Journals in the autumn of 2016.
“Aico combines a database of assignments and SAP input. The tool saves time and reduces the amount of duplicate work. Aico brings transparency to the process and facilitates auditing and approval processes”, says Merja Törmikoski-Kiljala, who acted as ABB’s project manager.
The tool also controls and speeds up operations as some of the checks are already made at the request creation phase. For example, some of the required information for reporting, such as cost centers, must be entered before the request can be saved in the system.
Aico Journals reduces workload
The most significant improvements in efficiency were the elimination of duplicate work and the reduced number of checks. “Now we are able to process almost all journals paperlessly. When the tool and attachments are digital, it is easy to check the postings at a later date, for example, during auditing”, explains Törmikoski-Kiljala.
Aico brings transparency to the process and facilitates audits and approval process
The period end closing process has become more efficient as controllers can use a single system to see both requests as well as their SAP posting status.
“Postings are done and validated at once both in the requests database and in SAP. Posting requests are now more complete and there is less uncertainty when preparing them, which has reduced the need for guidance. Recurring postings have been automated, which has reduced manual work”, said expert Christina Kuusinen.
“Our partnership with Aico has been a positive experience. Aico keeps its promises. Although the project had a tight schedule and the work was done quickly, Aico implemented the project within the requested timetable and on budget”, says Törmikoski-Kiljala.
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