The company was looking for a solution with 3 essential features: -Easy integration with Erp SAP/R3, recently implemented; -Structured process for purchases approval and archiving orders and suppliers’ invoices; -A high level of flexibility to manage the complex approval hierarchy. With ARXivar, the approval process has been automated, even for those special cases that, in the past, required an operator intervention. Documents, managed with the automated approval process, have increased significantly without compromising the efficiency of the process itself

1. A successful case history

2. Company
FASSA BORTOLO is one of the most important Italian
companies for production of construction materials.
FASSA BORTOLO is the first company in Italy introducing
premix plaster, based on lime and cement, suitable for
any kind of construction project. Over the years, it has
focused on paint and colored covering, and new
solutions for thermal insulation.
FASSA BORTOLO can boast high value projects, either
artistic or architectural, such as the restoration of frescos
in the Palazzo dei Trecento (Treviso City Council), and of
mural paitings in Pompei.

3. Company
12 Production sites in Italy, 1 in Portugal
1200 partners (employees and sales force)
6 commercial branches, located in Italy,
Switzerland, France and Spain
314 milions of Euro of turnover (year 2012)

4. Request
The company was looking for a solution with 3 essential features:
• easy integration with Erp SAP/R3, recently implemented;
• structured process for purchases approval and archiving orders and suppliers’
invoices;
• a high level of flexibility to manage the complex approval hierarchy.

5. Solution
ARXivar/SAP R3 connector integrates the ERP to ARXivar
and permits direct access to all functions of document
management directly from SAP GUI.
All SAP documents (bill of lading, invoice, open
document text) go directly into ARXivar process
management.

6. Workflow
ARXivar workflow makes possible to define the approval order process, and to manage
special cases that, until now, have been solved with an operator intervention. Such as:


Discrepancy between total invoiced and ordered. In this case ARXivar
starts an approval process from the hierarchy which has in charge
uneven orders.
Missing order. In case ARXivar, engaging with ERP, finds an invoice
without order, it starts a workflow to find the order. The approval
process remains on hold until the order is entered in SAP.
Furthermore, thanks to the integration with SAP, it’s now possible also to make
visible, from the supplier’s document in SAP, the invoices archived in ARXivar.

7. Workflow
Invoices Approval Process

8. Workflow
Orders Approval Process

9. Workflow
Invoices without order Approval Process
Invoice without order subroutine

10. Benefits
With ARXivar, the approval process has been automated, even for those special cases that, in
the past, required an operator intervention.
Documents, managed with the automated approval process, have
increased significantly without compromising the efficiency of the
process itself.
In a year, thanks to ARXivar Workflow, have been processed :
• 16.000 suppliers’ orders
• 1.600 invoices

11. Benefits
“When we implemented SAP, Arxivar
solution represented a fundamental
support that allowed us, together
with its flexibility and integration
ability, to successfully manage one of
the most critical and cross-cutting
process in FASSA BORTOLO.”
Luca Micheletto
Information Systems Manager