Leading retailer improves compliance in AP and HR with OnBase document management

Click Groups Limited modernizes their current document management system SAP by integrating with OnBase by Hyland

As a leader in the retail industry that is rapidly growing, Clicks Group Limited was faced with the challenge of storing and securing information.

Paper documents were costly and made it difficult for Clicks Group to maintain compliance with regulations. In fact, the leading retailer had a team dedicated to “archive diving” for AP documents, and even then it only found the correct invoice half of the time.

Clicks Group needed a solution that could give it electronic access to information to improve compliance in AP and HR, while seamlessly integrating with the company’s SAP system.

That’s when they turned to OnBase by Hyland.

Through OnBase and its integration with SAP, Clicks Group has eliminated the high costs and risks of storing paper and finding documents. The group also has stronger security and tracking, improving compliance with multiple regulations in departments across the entire company.

“Bar codes with information from the SAP merchandise management system (MMS) automatically index documents without human interaction so it’s faster, cheaper and more accurate,” said Paul Niemantinga, director of AP. “Staff access more than 99 percent of invoices electronically, almost doubling the retrieval rate. They don’t even need to leave SAP to find them; they just click in SAP and the related OnBase documents pop up.”


The Difference

  • Integrates with SAP. Users find documents, invoices and information without leaving their familiar SAP system, increasing speed and accuracy.
  • Increases compliance across the company. Invoices, documents and information are all stored, managed and retained in accordance with South African laws and regulations.
  • Doubles retrieval rates to over 99 percent. Instead of relying on a team to archive dive to find information, staff members retrieve what they need with a few mouse-clicks.
  • Provides stronger security. Employees can only access documents and information with the proper rights.
  • Reduces paper and storage costs. Capturing paper electronically not only speeds processes, it reduces the cost of storing and shipping paper.