Overview

Kleiner GmbH says goodbye to paper: digital processes for purchasing and sales with top xRM

Despite state-of-the-art production technologies, many companies still have paper-based administrative processes – with all the associated disadvantages. This was also the case at Kleiner GmbH for a long time. In order to change this and achieve the digitalization of purchasing and sales in SAP, the family business finally introduced the enterprise content management system top xRM.

 

 

Rico Kleiner, authorized signatory and SAP specialist responsible for digitalization at punching technology specialist Kleiner, is visibly satisfied as he presents the offices at the company’s headquarters in Pforzheim. They are tidy and well organized. Paper is reduced to an absolute minimum. It wasn’t always like this. Rico Kleiner remembers: “As a traditional family business, we have always offered our customers the highest product quality – tailored to individual requirements. To achieve this, we rely on very flexible manufacturing processes. In administration, on the other hand, we were still using traditional, often paper-based processes. In order to modernize these step by step, we finally designed a digital roadmap.”

 

New, digital processes for SAP

One of the central elements of the roadmap was the comprehensive digitalization of purchasing and sales in SAP. “Despite a modern ERP and supplementary CRM system, we had not yet managed to digitally map all important processes, files and documents. As a result, some searches for information were quite time-consuming. In addition, there was a lack of standardized access to the documents due to the paper binding. We finally needed a system that would give us both options and create a single point of truth,” summarizes Rico Kleiner.

However, this system should not only digitize all documents, but at the same time

• can completely replace the previous CRM system in combination with the functions of SAP S/4HANA,
• integrate seamlessly into the existing IT architecture and
• enable a user-friendly front end that is independent of time, location and device through the use of Fiori apps.

 

Digital content management with top xRM

With clearly defined objectives, Kleiner finally began the search for a suitable solution. The research led to top xRM, the interface-free add-on for SAP that enables companies to digitize their administrative processes, establish comprehensive electronic file management and implement quick and easy access via SAP Fiori apps.

“This made top xRM from top flow seem like exactly the right solution for us: an enterprise content management system (ECM) whose features also make it suitable for setting up extended relationship management,” explains Rico Kleiner. The punching technology specialist contacted top flow and together they explored ways of working together. “We decided to first hold a joint concept workshop to sound out which requirements top xRM already meets as standard – and which individual adaptations might be necessary.”

As part of the workshop, the joint project team first analyzed how the relevant processes in purchasing and sales had worked to date and where the greatest potential for digitalization existed. Based on this, the team designed a rough structure for future processes with top xRM. “The ideas and possibilities that top flow presented to us during this workshop were so convincing that we quickly came to an agreement. The implementation of top xRM could begin.”

 

Five steps to successful digitalization of purchasing and sales in SAP

With the experience gained from many comparable projects, the project team ensured a systematic introduction in five key steps:

1) Introduction of top xRM and replacement of the previous CRM system

The first step was to establish top xRM as a new “CRM system”. All processes and documents that were previously stored in the old CRM system were transferred to the new solution.

2) Digitization and archiving of all important documents

In order to simplify information searches even further and enable uniform access from all company locations, the project team also digitized the contracts and files that were previously only available in paper form.

It also centralized all documents in top xRM, which had previously been scattered across various IT applications, thereby creating the desired single point of truth. In addition to purchasing and sales documents, this also included some maintenance (PM), scheduling and customer service documents.

Another added value of digitization: all files and documents are now indexed in the system. Thanks to the newly introduced full-text search, employees can find them quickly and easily.

3) New model forms and a standardized file structure

In addition to digitizing the documents – and in close consultation with key users from Purchasing and Sales – the project team also created uniform file designs, including for customers, suppliers and projects. These have since ensured greater clarity within the company.

The new structure of the customer and supplier files also ensures that employees can maintain and track them more easily: They contain all important documents as well as e-mail correspondence relating to the respective customer or supplier. This means that employees can view all important agreements even if they are on sick leave.

4) Supporting workflows

Purchase orders and customer orders that exceed certain limits must be approved internally at Kleiner. Here, top xRM provides support through semi-automated, newly set up workflows that proactively request all necessary approvals in such cases.

5) Design and customization of new Fiori apps for easy remote use

As Kleiner not only wanted uniform access to the data across all locations, but also wanted to enable remote working, the project team also added new Fiori apps that allow employees to access the functions of top xRM and SAP at any time and from anywhere. The apps can be installed on almost any end device and act as a user-friendly front end. Only a secure internet connection is then required for access.

However, these apps not only offer intuitive and user-friendly operation, but also a range of evaluation options for previous customer and supplier interactions in graphical form: for example, on the currently outstanding supplier and customer orders. The use of top xRM via Fiori apps runs parallel to the classic SAP GUI. Employees are therefore free to choose which operating method they prefer.

 

Three in one go: digital sales – digital purchasing – digital administration

With this step-by-step approach, the Pforzheim-based stamping technology specialist, together with top flow, succeeded in effectively transferring top xRM into productive operation. The company now has a modern digitization solution that has enabled it to significantly streamline and simplify its procurement and sales documents as well as the associated processes. This reduces the workload for simple activities and creates additional capacity for value-adding tasks. The paper savings also contribute to the company’s sustainability goals.

The satisfaction of Rico Kleiner and the employees is therefore easy to understand:

“With top xRM, our administration has finally successfully entered the digital age. The new solution helps us to search for information much faster, shortens processing times and contributes to much simpler processes and greater efficiency overall. A more than just a nice side effect is that this digitization step is also an important step towards a more sustainable corporate future – a very important concern for us. When we look at all the benefits, we are very grateful to top flow and the project participants at Kleiner for the excellent collaboration. We want to expand this even further in the future: With the introduction of top MES, the Manufacturing Execution System from top flow.”

 

The highlights for little ones

• Parallel digitalization of purchasing and sales in SAP with top xRM
• A central single point of truth for all important customer and supplier information
• Simple, device-independent remote operation via Fiori apps
• Access information at any time and from anywhere – without time-consuming searches
• Interface-free connection to the SAP system

 

“Thanks to top xRM, we have digitized our purchasing and sales with just one tool. The new solution helps us to search for information much faster, shortens many processing steps and increases overall efficiency.”

Rico Kleiner, authorized signatory and SAP specialist at Kleiner

 

Kleiner GmbH

• Company headquarters: Pforzheim
• Portfolio: Busbars, stamped parts, rotor and stator laminations, stamping tools
• Turnover: approx. 60 million euros
• Foundation: 1985
• Employees: 295
• Internet: http://www.kleiner-gmbh.de/

SucSt_2024-04_Kleiner WEB final



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Overview