Credit Memo Procedure Optimizes Delivery and Freight Cost Processes at Thomas Beteiligungen
Thomas Beteiligungen, a company in the building materials industry and part of the Thomas Group, has undergone a fundamental transformation in the area of freight cost processing. While such projects are common practice in the automotive sector, the building materials industry poses unique challenges. Thomas Beteiligungen offers a comprehensive range of construction services, from raw material extraction in quarries to production in cement, ready-mix concrete, precast concrete, and asphalt plants, all the way to application in road and civil engineering. With numerous sites stretching from the Saarland in the west to Poland in the east, the company requires efficient logistics processes to maintain operational excellence.
The Challenge: Complex Procedures and High Administrative Effort
Until recently, procurement at Thomas Beteiligungen followed a traditional model: after placing an order for gravel, the freight forwarder delivered the goods in multiple truckloads. Communication between the supplier and the carrier was often cumbersome, and each delivery required separate orders, goods receipt entries, and invoice verifications. This resulted in considerable administrative effort and slowed down the efficiency of the entire supply chain.
The Objective: Streamlined Processes and Increased Efficiency
The new freight cost handling process was designed to provide Thomas Beteiligungen’s users with a simpler and more efficient workflow. The goal was to structure the process in such a way that only a single order was needed. Upon delivery, carrier information and the truck’s license plate would be recorded via a newly developed input screen. Given that bulk materials like gravel and sand are often delivered in large quantities, this represented a critical step toward process optimization.
The Solution: Automated Processes and Clear Responsibilities
Thanks to the new SAP-based system, a transport document and a freight cost record are automatically generated in the background, with costs calculated based on specific criteria such as material group or delivery route. This, in turn, triggers the creation of an FI accounts payable document that generates a credit memo proposal for the carrier. The responsible clerk simply has to approve this proposal. This marks a fundamental shift in the process: instead of verifying invoices, Thomas Beteiligungen now issues credit memos that the freight forwarder must review. This change brings greater clarity to responsibilities and significantly improves the overall billing process.
The Implementation: Smooth Integration and Comprehensive Training
The implementation of the new delivery and freight cost handling process was smooth, thanks to close collaboration between Thomas’s internal teams and the experts from amotIQ solutions. Targeted training sessions and workshops ensured that employees quickly became familiar with the new system and were able to implement the processes efficiently.
Results: High Efficiency and Cost Savings
The new processes have led to a significant increase in efficiency at Thomas Beteiligungen. The simplification of freight cost processing and the introduction of the credit memo procedure have not only reduced administrative effort but also shortened response times. In addition, Thomas now receives a handling fee for the billing service provided through the credit memo process, further increasing the company’s profitability.
Outlook: Strengthening Processes and Expanding the Partnership
The successful implementation of the delivery and freight cost handling process has the potential to be extended to other areas of Thomas Beteiligungen. The positive outcomes from this project lay the foundation for a continued partnership between Thomas and amotIQ solutions, with the shared goal of continuously optimizing processes and improving efficiency across the organization.
Conclusion: amotIQ solutions as a Strategic Partner for Process Optimization
The successful rollout of the delivery and freight cost handling process at Thomas Beteiligungen demonstrates the value of having an experienced partner by your side. Through the rapid and effective integration of SAP solutions, amotIQ solutions played a key role in increasing efficiency and reducing costs. This partnership provides a solid basis for future developments and long-term process improvements across the company.
