Editel Journal 2/2013 EN by EDITEL Group

editelJOURNAL

2|2013

C O R P O R AT E M A G A Z I N E O F T H E E D I T E L G R O U P |

PRAGUE

B R AT I S L AVA

VIENNA

BUDAPEST

I S TA N B U L

EDITORIAL Peter Franzmair, CEO Editel Austria

COMING FULL CIRCLE This year, companies throughout Europe were quite busy dealing with the issue of e-invoicing. Now that the EU regulation that requires electronic and paper invoices to be treated exactly the same became effective in early 2013, public institutions are adapting to this new situation. In addition to Denmark, Austria is now the second country to require federal government vendors to issue standardized electronic invoices, starting January 1, 2014. We have thus come full circle. At the end of the day, we have learned that the future of efficient process optimization at private businesses and government institutions will be a paperless one. In view of the large savings potential, more and more companies of all sizes and in a variety of industries and sectors have chosen to switch their business processes to electronic processes. To name just a few examples, these companies include: the Czech subsidiary of Johnson & Johnson (page 1), Turkish food manufacturers such as Ana Gıda and Namet (page 3) as well as Forstinger, an Austrian retailer for automotive accessories (page 3).

WITHOUT BORDERS Johnson & Johnson knows what supply chain optimization is all about: mission accomplished in four countries in less than a year!

t´s a pharmaceutical and medical equipment manufacturer’s ultimate goal: establishing long-term sales agreements that mean that only their products are sold in all drugstores in Central and Eastern Europe. Johnson & Johnson is well known for its quality products, which are perennial customer favorites, and the company has reached this very

goal. However, with success comes responsibility. At that scale and logistical level, quick and flawless communication between all vendors is key, particularly at the international level. With its new ERP system as well as a consolidated international EDI infrastructure, Johnson & Johnson has paved the way to efficient and sustainable supply chain processes.

As a matter of course, EDITEL will continue supporting companies in their efforts to optimize their business processes. I would like to take this opportunity to thank our existing business clients and our partners for their business and loyalty. On behalf of the entire team at EDITEL, I would like to wish you all the best for the upcoming holiday season and a great new digital year 2014! Peter Franzmair

ARTICLES IN THIS ISSUE 1 Mission accomplished

International EDI consolidation at Johnson & Johnson A quick update News of the EDITEL Group

2 EDITEL CZ cooperates with IBM Successful event on B2B integration

3 Supplier of automotive accessories introduces automated processes Significant cost savings at Forstinger

A QUICK UPDATE Open door day at GS1, EDITEL and ECR www.editel.at/en/news/_OpenDoorDay Watch now! GS1, EDITEL, ECR behind the scenes www.editel.at/en/media/publications/videos/EN EDITEL Hungary celebrates its 5th anniversary www.editel.at/en/news/EDITEL_Hungary_5th_ anniversary Clean master data with EDI at Silvretta Montafon Gastronomie GmbH www.editel.at/en/news/clean_master_data

Big data, big trouble? Getting it right: digital archiving www.editel.at/en/news/digital_archiving Enjoy EDITEL News at your leisure! Follow us on www.xing.com - EDITEL Austria GmbH

e-invoices to the Austrian federal government as of 01.01.2014 EDITEL has the solution!

4 Turkish manufacturer use EDI

Ana Gıda und Namet process electronic orders (ORDERS) Promote young talents EDITEL CZ awards winners of ICT Thesis Competition for „B2B Integration – Automatic exchange of electronic documents“

www.linkedin.com - EDITEL Group The EDITEL Journal is published as a supplement to GS1 Information in a total of 13,000 copies. It is available in German, English as well as in Czech, Hungarian and Turkish for our international clients. To download the Journal as an epaper, please visit www.editel.eu. If you have any suggestions, please contact us at info@editel.at.

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ABOUT JOHNSON & JOHNSON J&J is one of the world´s largest manufacturers and suppliers of pharmaceuticals, medical aids, cosmetics and personal care products. This international company was founded in 1886 with headquarters in New Jersey (USA). The corporation comprises 275 subsidiaries in more than 60 countries and employs about 128,000 people.

IN BRIEF + International consolidation of the EDI infrastructure + Implemented processes + Orders (ORDERS) + Despatch advices (DESADV) + Invoices (INVOIC) + Inventory reports (INVRPT) + Seamless connection to business partners in the Czech Republic, Slovakia, Hungary and Poland + Integrated interface with SAP and eXite®

SAP AS A CATALYST EDI technology is nothing new in the FMCG industry, as the majority of retail companies optimize their business and logistics processes with EDI. This is also true for Johnson & Johnson: the company is a long-time client of the communication network eXite® by EDITEL. This year, the company’s goal was to optimize international EDI communication with business partners in the Czech Republic and Slovakia as well as in Hungary and Poland – all at the same time. The main catalyst for this project were changes in the IT infrastructure due to the implementation of a new ERP system, SAP, for the consumer division in these four countries. Johnson & Johnson had to determine the framework for the use of electronic signature for e-invoi-

cing via EDI and long-term archiving of all electronic invoice-related documents. Another goal was to process orders (ORDERS), invoices (INVOIC), despatch advices (DESADV) and inventory reports (INVRPT) via a single interface. Everything had to comply with local laws and compliance requirements. The project team faced the challenge of creating a consistent data structure for all four countries and meeting the business partners’ needs at the same time.

eXite® UNITES The fact that almost all retail clients in the Czech Republic and in Slovakia were already direct clients of eXite® made implementing the project a breeze. There was no need for the company’s roughly ten business partners on the Czech and Slovak markets as well

as 40 business partners in Hungary and Poland to make any changes to their EDI communication interface. One of Johnson & Johnson’s priorities, in addition to connecting all retail partners, was to involve logistics business partners at an early stage of the project. In order to ensure maximum transparency and quality during the delivery process, Johnson & Johnson collaborated with its logistics partners DHL and Movianto to implement electronic despatch advices (DESADV), which guarantee excellent traceability of goods, which ultimately translates into reliability and efficiency at every stage of the order and delivery process.

infrastructure has certainly paid off. The company now has a unified, sophisticated and transparent centralized solution for different local needs and legislative requirements. In addition, full compatibility with the new ERP system is also essential. Thanks to a standardized “in-house“ format, all required data for reports in four countries is covered. Considering the project’s international scope and size, which required close collaboration between several teams and stakeholders, the implementation time was truly exemplary. It took Johnson & Johnson less than a year to go live with its new EDI infrastructure. n

INVESTMENT AND BENEFITS For Johnson & Johnson, investing in a new ERP system and in a new EDI

www.jnj.cz www.editel.cz

NEWS CZECH REPUBLIC

EDITEL CZ AND IBM CZECH REPUBLIC: BORDERLESS B2B INTEGRATION

n autumn 2013, EDITEL CZ and IBM Czech Republic specialists held two joint seminars on B2B integration in Prague. Participants received information about smart solutions for safe and reliable B2B process integration and about the optimization of communication and business processes in supply chains. In his presentation, Manis Sarda, an American IBM specialist for the Sterling B2B Integrator implementation, shared valuable expertise. The B2B Sterling solution has become an indispensab-

le tool for many important production and service companies, as confirmed by project case studies presented to participants. n www.ibm.cz www.editel.cz

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he numbers speak for themselves: a 65 percent workload decrease in the accounting department thanks to e-invoicing and 30 percent less work at the company’s branches thanks to electronic despatch advices (DESADV). Forstinger, an Austrian provider of automotive accessories, is happy with its investment in electronic procurement of goods processes. Instead of relying on fax or the phone to keep track of supplier order, delivery and invoice data, all data is now made available via the EDI platform eXite®. Forstinger had one important prerequisite that had to be met: ensuring that transferred and received data is constantly monitored, which is something that eXite® does on a constant basis. Since a fully automated invoice process was also implemented, errors and inconsistencies can be identified very quickly, making the invoice control process substantially easier. Potential missed deliveries because orders were not received are now a thing of the past, and the same is true for additional work related to invoice processing. Electronic invoice data is also archived automatically in the EDITEL archive without the need for an additional

downstream system. This ensures seamless invoice processing. In the case of a tax audit, all data can be accessed, viewed and downloaded via a user interface. Authenticity, integrity and readability of electronic invoices are ensured with time stamps provided by independent certification authorities as well as two hash chains with different hash algorithms. Stefan Urdl, IT director at Forstinger, summarizes the project: “12 of our 15 major providers, who account for roughly 80 percent of our invoices, will have fully switched to EDI (ORDERS, DESADV, INVOIC) by late 2013. The economic benefit that results directly from this fact is clearly visible and quantifiable both in our branches and in headquarters.” n

FORSTINGER AUTOMOTIVE ACCESSORIES: SUBSTANTIAL COST SAVINGS WITH EDI

www.forstinger.com www.editel.at

NEWS AUSTRIA

LET EDITEL HELP YOU IMPLEMENT E-INVOICES AS REQUIRED BY THE FEDERAL GOVERNMENT EFFECTIVE JANUARY 1, 2014

ustria is the second country after Denmark to require that all invoices sent to the federal government be electronic. Starting January 1, 2014, the federal government will no longer accept paper invoices, e-mail invoices or PDF invoices. This makes administrative processes easier both for invoice recipients and issuers while also saving money. At the same time, the billing process becomes more transparent and facilitates timely payment by the federal government.

Your benefits with EDITEL’s solution: + Swift and straightforward implementation for suppliers + Comprehensive assistance, including for subject-matter questions regarding the invoicing process + No implementation of new formats or technical requirements + No need for a new EDI communication channel: + eXite® ensures the delivery to the federal government or BBG n

For suppliers to the federal government with or without a contract with Bundesbeschaffung GmbH (BBG), EDITEL, in cooperation with GS1 Austria and BBG, has created a swift and straightforward solution for sending e-invoices to the federal government in a fully automated manner.

EDITEL will be happy to help you implement this solution. Just contact us to arrange a no commitment personal meeting. E-Mail: sales@editel.at T: +43 / 1 / 505 86 02 www.editel.at

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NEWS TURKEY

ANA GIDA AND NAMET NOW RECEIVE ELECTRONIC ORDERS VIA eXite®

na Gıda and Namet are the latest addition to the list of renowned Turkish food manufacturers that use EDI and rely on EDITEL Turkey, an EDI provider. As a first step, electronic orders (ORDERS) were implemented at both companies, which allows them to receive such orders from retail chains including METRO, CARREFOUR and REAL. Both Ana Gıda and Namet have seen substantial savings and improved d elivery and service quality for its retail clients as a direct result of their switching to electronic business

processes (EDI) and using eXite®, an EDI platform by EDITEL. eXite® is a highly sophisticated EDI platform that EDITEL Turkey makes available to Turkish retail and manufacturing companies. It allows them to exchange all logistics-specific data, ranging from electronic orders and despatch advices to invoices, in a secure and transparent process. n www.anagida.com.tr www.namet.com.tr www.editel.com.tr

NEWS CZECH REPUBLIC

ICT THESIS 2013: AND THE WINNER IS... IMPRINT Owner and publisher: EDITEL Austria GmbH, 1040 Vienna, Brahmsplatz 3; T: +43 (0)1/505 86 02; e-mail: info@editel.at. www.editel.eu

EDITEL Austria GmbH is a wholly-owned subsidiary of GS1 Austria GmbH. The corporate objective of EDITEL Austria GmbH is the electronic data exchange between business partners, the sale of the required software and support services. Management and responsible for the content: Peter Franzmair Editorial staff: Sylvia M. Gerber Proofreading and Translations: English: Dagmar Jenner, www.texterei.com Czech: Petra Vosyková, Hungarian: Katalin Tas Turkish: Mine Şengel Layout: www.creativedirector.cc

From the left: Svatoslav Novák, Chairman of the board , ICT Unie; Klára Muziková, University of Economics Prague; Radan Miksa, Banking Institute Prag; Tibor Šata, CEO EDITEL CZ s.r.o.

he winners of the 2013 ICT Thesis Competition, now in its 8th year, have been announced. The ICT Thesis Competition aims at promoting the university education system and intends to increase the appreciation of information and communication technology. From a record number of 115 submissions in six different categories, an expert jury selected the best theses. EDITEL CZ, in its function as the official partner in the

category “B2B Integration – Automatic exchange of electronic documents,“ awarded the following prizes: Klára Muziková (University of Economics, Prague): “The use of electronic data interchange for financial reporting purposes and for communication with public authorities.” Radan Miksa (The Banking Institute, Prague): “Processing of financial documents through outsourcing.”

Adéla Jelínková: “The flow of enterprise documents and its electronization possibilities.”. The winners, sponsoring partners and guests from academia and public authorities attended a gala event, during which the winners were announced. To view the complete list of award-winning theses, please visit

www.diplomovaprace.cz

Disclosure pursuant to Austrian Media Law as amended in March 2009: the purpose of this newsletter is the promotion and support of EDITEL Austria‘s business activities.