MPH1865 Improves its Document Management Process Using Compleo Hybrid

MPH1865, a mid-sized company specializing in the manufacturing of hygiene products, was facing significant challenges, such as the manual processing of numerous paper documents and a time-consuming purchase order signature process. To address these issues, the company sought a solution capable of automating and optimizing its document management, aiming to significantly improve its operational efficiency.

A Successful Digital Transformation with Compleo Hybrid

In response to these challenges, MPH1865 undertook a major digital transformation by adopting Symtrax’s Compleo Hybrid solutions: Compleo WebSign for electronic signatures and Compleo Form Review for document management and archiving. This strategic decision became a key success factor for the company.

Compleo WebSign: Revolutionizing the Signature Process

MPH1865 aimed to automate its document signing process, particularly for purchase orders. Previously, manual updates to order statuses in the ERP were required after customers validated orders via email or fax, leading to a time-consuming and inefficient workflow.

To streamline this process, the company implemented Compleo WebSign. Purchase orders generated in their ERP (SAGE X3) are automatically sent to the platform for electronic signatures. The ERP is instantly updated with the new order status as soon as the customer signs electronically. Once signed, purchase orders are converted from PDF to CSV format, facilitating seamless integration into the ERP system.

Customers can also leave comments during the signing process, which are automatically forwarded to MPH1865’s After-Sales team. This feature allows the team to process 80% of orders without manual intervention, focusing on the 20% that require special attention due to customer comments.

This process has greatly simplified operations, reducing order processing time and eliminating manual data entry. Building on the success of this implementation, MPH1865 decided to further optimize its document management process by integrating Compleo Form Review.

Compleo Form Review: Optimizing Document Management  

In the second phase, MPH1865 implemented Compleo Form Review and Compleo Archivor to manage document processing, particularly delivery notes and CMRs (transport documents). Thanks to Compleo solutions, all these documents are now scanned, processed, and archived electronically.

Compleo Form Review extracts data from paper documents using artificial intelligence, capturing information such as customer names, order numbers, and invoice amounts, which are then automatically integrated into MPH1865’s ERP system.

The implementation of Compleo Form Review has enabled the company to efficiently manage a significant document flow, estimated at 1,000 to 1,500 orders per month. Emeric Guillermain, Supply Chain and Information Systems Director at MPH1865, highlighted the solution’s precision:

“The recognition rate for scanned documents is 100% for PDFs and 90-95% for handwritten documents, which ensures a high level of reliability for us.”

These documents are then stored in the Symtrax Compleo Archivor solution, eliminating the need for physical storage. Cross-referencing between the company’s databases and Compleo Archivor ensures all documents are scanned and archived in compliance with legal retention requirements for up to 10 years. Data extraction is an essential part of the archiving process, enabling precise classification and indexing, which facilitates advanced document search and retrieval.

Key Benefits of Compleo Hybrid

By combining Compleo Form Review and Compleo WebSign, MPH1865 has achieved significant improvements in both time savings and efficiency.

“Compleo has significantly improved our efficiency and reliability,” says Emeric Guillermain, Supply Chain and IT Director.

The digital transformation has enhanced employee satisfaction by enabling them to focus on higher value-added tasks. As a result, the company has been able to handle a higher volume of orders without increasing its workforce, ultimately improving overall business performance.

“In my experience, Symtrax is the ideal solution for companies looking to digitize their document processes. I highly recommend them.”

An Effective Collaboration with Symtrax

Symtrax teams deployed the Compleo Hybrid solutions quickly and efficiently, completing the project within a few weeks. The availability of the consultants, combined with their technical expertise, ensured a seamless digital transformation.

“I’m very pleased with the responsiveness and expertise of the customer service team,” notes Emeric Guillermain.

Supplier Invoice Digitization: The Next Step

MPH1865 plans to continue its collaboration with Symtrax on new projects, including the dematerialization of supplier invoices by 2025. This initiative will automate the recording of invoices in the ERP, matching them with corresponding purchase orders and receipts, which should further enhance the reliability and efficiency of the company’s processes.

To be continued…