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Öffentlicher Sektor
Phoenix Contact
Phoenix Contact is a global specialist in industrial electrical engineering, electronics, and automation. Since 1923, the family-owned company, headquartered in Blomberg, North Rhine-Westphalia, has been developing products for connecting, distributing, and controlling energy and data flows. The group comprises more than 50 wholly owned subsidiaries with approximately 22,000 employees worldwide. In 2022, Phoenix Contact generated revenue of 3.6 billion euros.
Every day, more than a thousand orders are received as PDFs through various channels—many of them containing several hundred order lines. Using the Order (formerly smart ORDER) and e-invoice pro (formerly smart INVOICE) products from Insiders Technologies, Phoenix Contact has created a fully digitized workflow for order acceptance, invoice processing, and archiving. More than 90 percent of the data transferred to the SAP system can be processed in the background.
Industry
Industrial Electrical Engineering / Automation
Product
Order | e-invoice pro
Volume
>1,000 orders per day as PDF files
"We can recommend the solution from Insiders Technologies. We now have a unified tool that can be used by all employees and speeds up our processes."
Stefan Kirchhoff
, Digital Processes and Solutions, Phoenix Contact GmbH & Co. KG
Project Overview
What was the
initial situation?
- More than a thousand incoming orders received daily as PDFs—some with hundreds of order lines
- Manual processing of all orders, including data entry into SAP, was time-consuming and prone to errors
- Order information was only available after manual entry into SAP—making tracking and reporting correspondingly cumbersome
- Custom customer configurations—a competitive advantage for Phoenix Contact—placed additional demands on automation
- A global organization with more than 50 subsidiaries required a standardized, multilingual solution
Why the decision
Insiders?
- smart ORDER stood out as the best solution on the market thanks to its comprehensive options for customization and configurability
- The free-form approach enables intelligent matching with customer master and product data—regardless of the format or placement of the information
- Self-learning software resolves ambiguities and variations in spelling without requiring additional maintenance
- The shared technical foundation of Order and e-invoice pro creates synergies in knowledge development and operations
- Expert business and technical consulting, as well as fast support
How was the solution implemented?
- Establishment of a unified system landscape comprising Order (order processing), e-invoice pro (invoice processing), and Doxis (archiving)—fully integrated with SAP
- Phased international rollout in batches of three to four companies per year
- Template-based approach: Key users in one country train key users in other countries—achieving the greatest possible improvement with minimal effort
- Continuous improvement through regular evaluation rounds to optimize processes
How can success
be measured?
- More than 90% of the data transferred to SAP is processed in the background
- Same-day order processing is now the rule rather than the exception
- Significantly reduced effort required for document post-processing
- Reduced susceptibility to errors: Uncertainties in recognition are highlighted in color for employees to review
- Greater workplace safety and employee satisfaction through clear transparency regarding the processing status
What are the next steps?
- Extending smart components to additional document types
- Introduction of a characteristics matrix to automatically verify whether selected order components are valid
- Migration of the existing on-premises infrastructure to the cloud is planned
- Continuation of the phased international rollout to all remaining companies in the corporate group