“In order to offer our customers the custom solution, we were looking for a tool that could provide a user-friendly alternative for the simple, as well as for the complex, processes! We found exactly what we were looking for at AgilePoint.

Ricoh en AgilePoint, the ideal match for Business Process Management

Organising business processes and information management more quickly, securely, productively, sustainably and more profitably. That is what technology supplier Ricoh stands for. Besides being an IT consultant with an extensive range of hardware and software applications, Ricoh offers various endto-end solutions within the domain of document management and optimal information management. To provide solutions in this rapidly changing world for the needs of both large and small businesses, Ricoh searched for, and found, the perfect partner in AgilePoint.

In addition to excellent service for their printers and scanners, companies throughout the world are more and more often looking for an all-in system for their document flows. Less labour-intensive and more sustainable. And, more reliable on top of that. For all these services, Ricoh is and remains a reliable partner as a specialist in Information Capture, Information Management and Process Automation. This Business Process, in which businesses transform from the paper era to complete digitalisation and automation, increasingly demands a customised solution. With the needs of the customer front and centre. But how do you ensure a user-friendly information flow with a clear-cut overview of the various statuses of all orders, invoices and other documents? AgilePoint is the answer. The partnership between Ricoh and AgilePoint was the logical next step. This way, Ricoh’s customers are always provided with the best service, even for the most complex processes.

Successful cooperation

For many years now, Ricoh has been earning its stripes through the world-wide sales of printers and scanners and their servicing. So, offering comprehensive solutions for the entire document flow within companies was a logical, but nonetheless, complex next step. About Ricoh® Ricoh is a technology supplier that is active on a global scale and employs more than 100,000 people. Ricoh has more than 700 employees in Belgium alone and serves almost 18,000 customers here. In addition to IT consultancy and the sale of hardware and software, Ricoh also provides endto-end processes for complete digital information management. Challenge Where in the past Ricoh was the specialist in the sales and maintenance of printers and scanners, the company is now a specialist in various document management applications. These transformations from paper to digital archiving go hand-inhand with completely automated, comprehensive solutions, often in complex environments. To meet these challenges, Ricoh started searching for a partner who could supply the best tools in Business Process Management. Ricoh en AgilePoint, the ideal match for Business Process Management A comprehensive process of automation and digitalisation demands specific and, more importantly, user-friendly tools. Preferably in combination with Microsoft SharePoint. Within this Business Process Management, and taking into account all the parameters, AgilePoint offered the best alternatives. Meanwhile, this partnership can look back on five successful years.

“The management of information and the accompanying flows is different for every company. In order to offer our customers the custom solution, we were looking for a tool that could provide a user-friendly alternative for the simple, as well as for the complex, processes”, explains Inge Van De Velde, Digital Transformation Sales Supervisor at Ricoh. “Both within SMEs and multinationals. We found exactly what we were looking for at AgilePoint. From Day 1, the cooperation was a success. Stefaan Vermeulen and Hans Hanston from AgilePoint are easy to reach, and they communicate quickly and clearly. They also think along with us throughout the entire process. It brings us great satisfaction to know that our product has evolved from a lowcode platform to a no-code platform with many pre-programmed functionalities. In addition, we know for certain that the product is completely in step with the trends and developments in today’s market. An absolute must. And, also important, with specific training courses, the customer can modulate the processes him- or herself. In this way, Business Process Management is not only a given for the IT Department and its suppliers, but it also runs like a silver thread throughout the entire organisation”, concludes Inge.

Digital purchase to pay process Ricoh & AgilePoint for Alcopa

“Alcopa greeted the news of the success of the partnership between Ricoh and AgilePoint with pleasure. This family-owned company with more than 2300 employees, which is active in the automobile, real estate, building materials and retails sectors, was looking for a solution for its integral ‘purchase-to-pay process’. The objectives were impressive. A completely digital process from placing orders to paying invoices, including the entire approval flow. And, it had to be integrated within various ERP systems. Objective: only digital invoices, automatic approval escalation, a lower workload and faster payment of invoices. Given that the existing flow was rather complex, with an emphasis on soft copy that was still strong, it quickly became clear that only scanning documents would be insufficient. The answer was soon found within the AgilePoint iBPMS business application, accessible via Microsoft SharePoint.

The entire process started with a detailed overview of the current flows. From the request via the order to the payment of the invoice. With all requirements clearly mapped out. The consultants from Ricoh took all this input and got to work. The re-engineering of the whole process within Ricoh’s ECM design resulted in a completely redesigned endto-end process. From digital order validation to invoice approval. Moreover, it can also used on tablets and smartphones. The final result not only provided a less labour-intensive and more sustainable solution but also delivered faster validation, more financial control and more discounts for fast payments.

Optimal cashflow

The entire digital workflow is rules-based. This means that each purchasing request, and the accompanying approval, generates an electronic purchase order. Incoming invoices are scanned (Kofax Capture) upon receipt and matched with the purchase order. The ‘owner’ automatically receives a digital copy of the invoice for validation and approval. This not only substantially accelerates the process, it also ensures fewer manual errors. Furthermore, there is no need for paper copies, thanks to the digital archive. And, last but not least, the status of each order or invoice can be read out on various dashboards at any time. This is an extremely powerful asset for the Finance Department, which can use this feature to more optimally utilise the cashflow.

About Ricoh®

Ricoh is a technology supplier that is active on a global scale and employs more than 100,000 people. Ricoh has more than 700 employees in Belgium alone and serves almost 18,000 customers here. In addition to IT consultancy and the sale of hardware and software, Ricoh also provides end to-end processes for complete digital information management.

Challenge

Where in the past Ricoh was the specialist in the sales and maintenance of printers and scanners, the company is now a specialist in various document management applications. These transformations from paper to digital archiving go hand-in hand with completely automated, comprehensive solutions, often in complex environments. To meet these challenges, Ricoh started searching for a partner who could supply the best tools in Business Process Management.

Solution

With AgilePoint, Ricoh found the ideal partner for making business processes and information management faster, more secure, more productive, more sustainable and more profitable. Together, they have realised a digital purchase-to-pay process at Alcopa.

Advantages

Low-code to no-code platform

Compatible with SharePoint

User friendly

Business processes easy to modulate

Follows developments and trends in the market

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