Efficient Invoice Enclosure Within the Shipping Package
The Klosterfrau Healthcare Group, a long-established company based in Cologne, has firmly positioned itself as a national market leader in the field of self-medication. With a modern and forward-thinking orientation, Klosterfrau continuously pursues innovative approaches to increase efficiency. As part of a new project, the invoicing process was revolutionized to significantly reduce postage costs.
The Challenge: Cost Optimization in the Invoicing Process
With over 230,000 invoices mailed annually, there was enormous potential for savings. The goal of the project was to replace the previously batch-generated and centrally printed invoices with invoices enclosed directly in the shipment at the distribution center. Only a few large customers continue to receive invoices separately, while the majority now receive their invoice as a delivery note enclosed with the package — streamlining the shipping process.
The Solution: Integrating Invoicing into the Shipping Workflow
Klosterfrau’s typical customers are pharmacies that frequently order multiple products. Orders are picked into shipping boxes at the warehouse and transported via conveyor belts to the dispatch area. There, the invoice is automatically added to the package before it is shipped. To ensure the invoice reflects only the items actually packed, invoice generation is executed online within SAP.
Technical Implementation: Seamless Communication Between Systems
The key challenge was to efficiently integrate decentralized, SAP-based logistics systems (WLS) with SAP invoice generation. Communication between the two systems had to be fast and reliable. Once a package is fully picked in the warehouse, this status is recorded in SAP. While the package is briefly transported on the conveyor to the dispatch area, SAP checks order and actual quantities, verifies packaging and shipping data, validates payment terms, and adjusts the goods issue date if necessary. Partial invoices are then generated and print jobs are triggered via a web service (BAPI), preparing the invoice as a spool file for printing.
Final Execution: Efficient Print Trigger and Shipping Preparation
Upon arrival at the dispatch area, the shipping employee scans the package’s storage unit number, which triggers the invoice printout. The invoice is immediately added to the package, and the shipment is ready to go. The entire process runs smoothly and within seconds, enabling Klosterfrau to realize significant postage cost savings.
Results: Significant Cost Reduction and Process Optimization
Thanks to the automated invoice generation and its integration into the shipping process, Klosterfrau was able to not only reduce postage costs considerably but also boost logistics efficiency. This innovative approach improves customer satisfaction, as deliveries are now processed faster and with greater transparency.
Outlook: Forward-Thinking Process Optimization
The successful implementation of this automated solution ensures that Klosterfrau remains competitive in the future. Further enhancements in logistics and accounting are already in the pipeline, aimed at continuously increasing efficiency and improving the customer experience.
Conclusion: Klosterfrau as a Pioneer in Automation
The innovative implementation of automated invoicing demonstrates the importance of integrating technology into modern business processes. Klosterfrau shows how targeted process optimization can reduce costs while simultaneously enhancing efficiency and customer satisfaction — solidifying its position as a forward-looking company in the healthcare industry.
