FIS EDC invoice processing diagram

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Make savings by automating invoice postings in SAP

FIS invoice processing technology automates data-entry, freeing up accounts payable resource. Invoices are processed in any layout, in different languages and currencies. The technology assists with supporting colleagues working from home.

Introduction

FIS are one of the leading software developers of applications that improve business processes in SAP ERP. The invoice processing solution provides time, effort and financial savings for organisations by:

  • Reducing manual data-entry tasks and additional human involvement
  • Positing a high proportion of invoice automatically into SAP (no touch processing)
  • Automatically forwarding FI (PO-exempt) invoices to individuals or groups
  • Providing a familiar SAP environment for invoice queries and approval workflow

Automated Invoice Data Extraction (FIS / fci)

FIS have developed one of the most effective technologies used for extracting supplier invoice data from a scanned or emailed attachment. By introducing technologies into the invoice data extraction process there is less manual keying and improved invoice data quality. Key invoice data can now be read from invoices with different formats, languages or currencies.

SAP Integrated Invoice Matching and Posting (FIS / edc)

As an integrated add-on to standard SAP, the invoice monitor technology enables invoices to be posted automatically or alternatively routes them to designated approvers or groups.

FIS / edc complements SAP ERP, creating new functions for the accounts payable team and approvers. The invoice monitor referencing real-time SAP data and enables incoming invoices to be identified as either payable or parked.

In addition workflows are incorporated into the invoice monitor to manage approvals. Additional functions are aimed at invoice assignments and complex invoice coding tasks.

In combination, FIS offer an enhanced process that releases accounts payable teams from mundane tasks. A high proportion of invoices are posted to SAP without any manual intervention

Functions of OCR Reader and Integrated Invoice Processing

Key Benefits

Reduced Effort for AP Team and Machine Learning. Invoice content is read automatically from day-one, so manual data-entry tasks are reduced. In time, the  data extraction technology "learns" the zones where the key data on an invoice resides for each supplier in a "knowledge database" - resulting in automatic reading of the invoice data.

(MM) Invoices that agree with the original PO and GRN in SAP could be posted automatically. (FI) Invoices can be assigned to accounts and forwarded automatically to individuals or departments.
Improved data quality. In the invoice data extraction component, invoice data is checked against SAP tables for vendor, company code and PO recognition. Net, tax and gross values are calculated to ensure that the data has been read correctly. Furthermore, the document can be classified (invoice, credit-note.. etc.) and assigned to the correct company code automatically.
 Rapid Adoption. As with all FIS add-on technologies, FIS / edc complements and works with standard SAP ERP presenting data from SAP transactions and new FIS transactions to assist with invoice queries.
Accounts Payable teams work within standard SAP GUI display formats and approvers use FIS / edc approval workflows using SAP Web Dynpro and Fiori App standards. By developing proprietary technologies using SAP platforms means that FIS applications are easy to adopt for organisations already familiar with standard SAP.
Deep integration with SAP standard. FIS / edc harnesses the intrinsic power and of SAP with no modifications to SAP standard being necessary. The processing technology presents information in real-time from the SAP database - so no data exchanges. SAP add-ons are easier to maintain when SAP upgrades and enhancement packs are introduced.
Diagram illustrating remote working for Accounts Payable Teams
Working from home and Hybrid working
Many customers have adapted to the change in working practices brought about by the coronavirus pandemic. Firstly, most customers have worked with their suppliers to further increased the proportion of invoices received via email - and reduced the volume received in paper format.
In this way, invoices are read automatically and manual completions, if required, can be actioned remotely. FIS / edc is also able to accommodate electronic invoices (EDI) and checks their credentials before posting.
Adopting an electronic method of invoice recognition means that organisations are not unduly hindered by the accounts payable team working from home.

 

 
reconciliation balances

Automated Statement Reconciliations

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Automated Statement Processing with SAP 

The FIS statement monitor highlights differences between SAP and vendor statements balances. The SAP integrated application may also be used to process payment advice notes from customers.

coins on a weighing scale balance

FIS / edc (statement monitor) is an integrated SAP technology that reduces the level of manual work required when processing vendor statements or customer payment advice notes (remittances).

The automated vendor statement reconciliation process can be then be achieved in less time and more economically than with SAP alone.

Accounts teams can then focus only on the invoices discrepencies between the statement data and SAP invoice data.

Releases of the technology run with both SAP ECC 6 and SAP S/4HANA. The application is able to process both vendor statements and customer payment advice notes in a single SAP add-in technology.

The integrated software in normally paired with the FIS OCR reading technology. This key data reading application automates the process of manual data entry. Statements can be accepted via email attachments.

a) Vendor Statements

Vendor Statements usually take a lot of time to manually review. In most instances - all statements are compared with the vendor account balance on SAP.

The statement monitor  is focused on identifying vendors with unequal reconciliation balances compared to SAP. The solution’s main advantages include:

  • Accounts Payable team only view accounts with unequal balances
  • Ability to identify specific invoices from vendors that could potentially not have been received or could have been misplaced
  • Improving the efficiency of the accounts payable team - who now only review reconciliation exceptions identified by the statement monitor
  • Statement data is automatically compared with the vendor balances in SAP on the date of the statement

Summary

For organisations who wish to make savings by automating the process of reviewing vendor statement balances.

The statement monitor filters exceptions - statements that do not reconcile against vendor balances in SAP on the date displayed on the statement.

An alternative to:

  • Manually comparing all statements against SAP vendor records
  • Spending time identifying which invoices from the statement are not in agreement with SAP

Technology highlights and key benefits:

  • Automatic OCR reading of vendor reconciliation contents from an emailed attachment or scanned image 
  • Automatic comparison of data from the vendor data within SAP, filtering statements with non-zero balances
  • Identifies invoices potentially in dispute or lost invoices
  • Manual comparison of data now diminished - AP staff directed to reconciliations where assistance is required
  • Vendor data from the document is compared with data in SAP in familiar a SAP GUI

b) Payment Advice Note Processing

FIS / edc (statement monitor) can also be utilised to increase the level of automation and decrease the level of manual tasks required when processing customer payment advice notes (remittance advice notes). Using the statement monitor, customer remittances can be matched and subtracted automatically from the outstanding invoices records in SAP ERP prior to the payment reconciliation's with the bank. Therefore the automated process creates savings and improves matching accuracy.

The payment advice note monitor is often implemented as an addition technology for FIS clients who already work with FIS / edc (invoice monitor).

Technology Highlights and key benefits include:

  • Identifies invoices sent to customers that have not been received or acknowledged
  • Improves the efficiency of the accounts receivable team - who now only review reconciliation exceptions
  • Fewer manual comparisons of data required 
  • Customer data from the document is compared with data in SAP within a familiar SAP environment GUI  and therefore easier and quicker to adopt

 

 

 

Automated Data Entry from Day One

 

 

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FIS / mpm – Simplified Master Data and Price Management

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Simplified Master Data and Price Management

FIS / mpm (Master Data and Price Management) aligns specific routes and roles when creating master data in SAP. A staging area with a shadow database ensures the trouble-free exchange of master data with SAP Production.Master Data complexity solved

The FIS / mpm application has been developed specifically for organisations with SAP ERP who face issues when adding new or maintaining existing master data. The FIS technology also provides functionality to upload large data volumes.

The FIS technology is an "SAP centric" application that runs on SAP standards (i.e. with familiar SAP GUIs, Fiori and NetWeaver interfaces).

FIS / mpm is an add-in application, deeply integrated into SAP standard with releases for both either SAP ECC 6 and SAP S/4HANA.

The technology works with extended tables in a shadow database, therefore eliminating the need for file exchanges and data mapping between SAP and non-integrated software.

One of the primary functions of the application is to address the issue of master data governance. FIS / mpm provides a clear method of controlling master data updates for all participants in pre-defined roles. SAP master data team members are called on at the final stage only - releasing the new data into SAP Production.

Staging Area and Shadow Database

Maintaining and storing big datasets is very time-consuming and cost-intensive. Due to the multitude of materials, it is particularly important  to automate the data creation and maintenance processes. 

The FIS / mpm shadow database is used as a "holding area" to store the data that needs addressing. The data is imported and copied from from SAP Production. No modifications to SAP are required.

Master Data Management Diagram

Central to the  application is the staging area. These data tables are created, modified, enhanced, checked within FIS / mpm prior to the master data being transferred to SAP ERP.

Identifying Most Common Processing Issues

FIS / mpm fundamentally addresses the most common issues when creating master data in SAP.

  • Inefficient use of email as a workflow tool
  • Working with complex and bespoke Excel spreadsheets with multiple worksheets that are difficult to maintain
  • Processing data that includes detailed data completion notes
  • In-house solutions that required bespoke coding
  • SAP master data team called upon for assistance on basic taasks
  • Working with external applications that exchange files with SAP standard - which can cause issues with table synchronisation with SAP upgrades and enhancement packs
  • No governance with the process of creating and checking data prior to transferring into SAP

Governance

Issues with non-defined roles mean that employees that may have the most expertise of the data (i.e. for vendors, customers, materials, prices etc.) may not be aware of the stringent data requirements of SAP. In practice this usually results in data omissions and invalid fields.

Secondly, the SAP data custodians may have the knowledge of the strict master data stipulations of SAP but may have less knowledge of the initial data that is being added or maintained.

FIS / mpm reduces the time taken by senior master data teams correcting minor errors from initiators.

Schematic of SAP add-in technology with file options

 
Roles and Processes Defined

In an effort to resolve the most common issues, FIS / mpm defines typical roles (Initiators, enrichers, SAP key-users, SAP power-users etc.) and workflow procedures for SAP ERP master data. This means that data is reviewed by the correct people and in a stringent process and workflow and therefore controlling way master data is created and maintained.

FIS / mpm addresses the core issues by defining the common tasks within the process and then providing a methodology controlled by the SAP master data team.

  • FIS / mpm provides an easy-to-use interface at source for the data initiators - significantly reducing the number of fields for completion, identifying mandatory fields and provides drop down choice selections for data import
  • Bulk uploads can created from FIS / mpm by defining Excel worksheets with clearly labelled tables
  • The FIS / mpm Web Dynpro workflow module allows  data checking by a supervisor
  • The FIS / mpm application validates fields for feasibility and completeness prior to advancing the data to the SAP supervisors
  • The FIS / mpm staging area is a workplace that provides a checking area before releasing of master data into SAP.

Complete and up-to-date data with the FIS / mpm Analysis Tool

Keeping the data integrity the system correct and up-to-date is a big challenge for enterprises. Checking and comparing all data is very time-consuming and is therefore rarely carried out regularly. This is where the analysis tool from FIS /mpm comes in.

The analysis tool checks the entire dataset either at defined points in time or manually initiated using pre-defined criteria. In this way, for example, the address data of customers is regularly checked for completeness.

For incorrect data records, a data maintenance process can then be started with FIS / mpm. This automatically forwards the incomplete or incorrect data records to the appropriate person responsible for processing.

The fields can also be filled automatically if, for example, the information in another field is identical or indicates the content of the field. In this way, the completeness and correctness of all data records can be permanently improved without much manual effort.

Summary

For organisations who wish to save time and effort when creating new or maintaining existing master data within SAP.

For organisations who wish to create clear roles and governance for master data changes and additions.

An alternative to:
  • Complex forms and Excel sheets for participants with data expertise moving backwards and forwards between parties
  • Using Email as a workflow – no clear governance on processes – process unlikely to capture all necessary data comprehensively
  • Tasking SAP experts with minor data management issues
  • Inefficient methods of data management handling in SAP
Key technologies and benefits:
  • Versions available for both SAP ECC 6 or SAP S/4HANA
  • Flexible Data Imports including data from Excel, PDFs, SAP ERP, Financial Accounts Systems and other ERP systems
  • Web Dynpro workflow – allows participants with minimal SAP expertise create new and maintain master data
  • Ability to ensure clear governance of roles and responsibilities – from initiation to final SAP release
  • Allows bulk upload of master data (Excel) as well as single records
  • Provides intelligent data validation checks prior to transfer into the FIS / mpm staging area
  • FIS / mpm staging area provides final checking of data before release into SAP ERP
  • Automatic reports to show the success of data transfers into SAP ERP
  • Timed events to release data from FIS / mpm staging area into SAP ERP
FIS / mpm components

FIS / mpm is currently available in English, German and French with further versions available on request. Releases available for SAP ECC 6 and SAP S/4HANA

  • Article master, purchasing info records and source list
  • Vendor master
  • Customer master
  • Bill of materials
  • Document Maintenance
  • Conditions
  • Sales Functions

 

Shopping online concept - Parcel or Paper cartons with a shopping cart logo in a trolley on a laptop keyboard. Shopping service on The online web. offers home delivery.

Marketplace Management – not just Amazon

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Marketplace Management, not just Amazon and eBay

Online marketplaces enable a fast and flexible method of product exposure to new markets and customer groups. For organisations with SAP, FIS / TradeFlex optimises marketplace management

Marketplace Management: Most customers start their product search via online marketplaces such as Amazon or eBay. The marketplace platforms offer benefits for enterprises including:

  • international reach
  • unlimited product selection
  • individual advertising opportunities
  • optional shipping services

In order to achieve these benefits and with potentially higher margins coupled with improved customer satisfaction, a deep integration of the systems involved should be considered.

This is the preferred way to manage the information flow across the entire order-to-cash process, from product placement via billing, payments and returns processing.

Online marketplace logos

With the trend towards using market platform organisations such as Amazon and eBay, FIS have created a new cloud-based integration tool that provides comprehensive functions for SAP users.

FIS / TradeFlex allows organisations to manage their product data, order, payments, returns and refunds. FIS / TradeFlex brings together your SAP system, the marketplace platform and additional systems including PIM (Product Information Management).

Your benefits by using FIS / TradeFlex

  • Comprehensive and process integration in SAP
  • Entire process coverage - from order-to-cash, product selection and returns
  • Full transparency of expenses and revenues, including reporting/evaluation
  • Centralised, multi marketplace management from one application
  • Significantly increase the visibility of your brands
  • Take advantage of new markets and customer groups locally and internationally
  • Faster and competent customer service – ready to provide information at any time

Comprehensive Processes in Marketplace Management

FIS / TradeFlex offers the optimal software solution for organisations with SAP ERP to connect to marketplaces.

Whether an enterprise wants to step into marketplace ecommerce for the first time or already transact business via this channel (by selling their product range via their own online shop) FIS / TradeFlex enables a straightforward pathway to new customers.

The FIS / TradeFlex marketplace management software enables enterprises to overcome the challenges of new platforms by using state-of-the-art technology. Running on SAP Cloud Platform and the high-performance HANA database, FIS / TradeFlex provides the ideal opportunity to seamlessly integrate the sales of your product portfolio on marketplaces into the SAP.
The software enables the management of all order-to-cash process steps in one solution.

Key Features include:Available product quantities are automatically transferred to the online marketplace (i.e. adjusted to reflect actual stock levels in SAP in real-time)

  • Product attributes (i.e. size, colour, weight, materials) are automatically mapped with market places Amazon and eBay.
  • Billing documents are transferred back to the marketplaces via message control
  • Automatic prevention of unnecessary goods dispatches
  • Reimbursement management
  • Automated posting of charges if they are considered for payment
  • Returns notification via the marketplace
  • Back processing of payments in case of returns or credit memos

SAP Cloud Platform Software applications from the cloud need to be continuously connected to the ERP system in order to avoid data silos.

The FIS professionals use SAP Cloud Platform Integration to implement continuous and efficient processes for hybrid IT landscapes as well.

What is FIS / TradeFlex? FIS / TradeFlex is not a marketplace itself. It is an application build on SAP Cloud platform and Cloud Platform Integration to connect B2B as well as B2C marketplaces  to SAP system (no matter whether it is an ERP or S/4HANA system). This is done with no SAP modifications – non-invasive.

Who is FIS / TradeFlex for? Generally wholesalers and producers/manufacturers who want to simplify and automate their processes when selling at marketplaces. In summary, FIS / TradeFlex is used by organisations with SAP who want to automate their marketplace business channel with the least possible amount of manual work whilst focusing on the whole process.

The solution provides easy access to another sales channel besides their own shop-system.

What is the competitive advantage of FIS / TradeFlex? FIS focus on process integration far deeper than pushing an order to SAP. We differentiate our product by adding payment matching, returns cancellation, dispute management functionality.

Marketplace Platforms with FIS / TradeFlex connectivity.

fnac logo Fnac is a French based retain chain specialising in the electronics, books (including audio), electronics, CDs and DVDs and computer games.
mercateo online marketplace logoMercateo is a B2B trading platform on the Internet, providing business customers the facility to search for many suppliers and products
Otto marketplaceOtto is one of the world's biggest mail order and e-commerce companies. Brands include including Freemans and Gratton in the UK. 
Digitec Galaxus logo platformDigitec Galaxus is  the biggest online retailer in Switzerland – operating the Digitec and Galaxus online marketplaces.
Conrad logo platformConrad electronics is a German retailer of electronic products. The marketplace platform  is focused on consumer and specialist electronics including computing equipment.
French DIY chain Mano ManoManoMano  is a French based e-commerce company specialising in DIY goods and gardening products. ManoMano work with over 3000 retailers.
Cdiscount logoCdiscount is a French e-commerce website with products such as electronics, household appliances and food - as well as services i.e. banking, travel, and mobile phone subscriptions.
idealo logoThe Idealo website allows users to compare prices on a range of products from hundreds of shops and also offer selected flight destinations.

 

 

 

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SAP – Business Process Optimisation

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SAP Business Process Automation

Business process optimisations can be created by running proprietary add-in technologies from FIS. No modifications to SAP standard are required. All FIS products have releases that optimise business processes in both SAP ECC6 and SAP S/4HANA.

SAP - Business process automation software. ERP enterprise resources planning system concept on virtual screen.

FIS Information Systems add-value to our clients by creating technologies that enable business process optimisations in SAP. FIS have a 30 year history as an SAP GOLD partner and are recognised as the leading developer of SAP add-in applications.

FIS create proprietary applications that run on SAP standards such as Fiori Apps, SAP Web Dynpro and SAP GUIs. This ensures that adoption rates are quick for employees already familiar with SAP.

Digitised Business Process Improvements: One of the key tasks for every company today is to automate business processes and minimising manual tasks where appropriate. Those organisations who enhance processes effectively are also able to improve data quality as well as generating cost savings.

FIS software simplifies tasks by bringing together information and documentation required for decisioning in one location.

Managing the processes is made easier with a dashboard overview of the current status and tools to highlight bottlenecks and pressure points.

  • Processing times are shorter
  • Idle times are identified
  • Errors are recognised and corrected
  • Processes are recorded and made transparent

Automation saving time and money: FIS develop a comprehensive range of SAP add-in technologies. These deeply integrated technologies to SAP ERP standard (SAP ECC and SAP S/4HANA) create additional functionality to automate business processes in SAP, therefore enabling financial savings and providing more effective tools for SAP users.  The applications run on the existing SAP ERP IT infrastructure.

FIS Business Process Optimisation Technologies include:

Automated Invoice Data Reader (FIS / fci): FIS / fci (free-form collection and integration) is a technology that reduces time consuming task of manual data-entry when processing invoices. The software automatically extracts the key content of documents imported such as an email attachment or from a scanned image.

FIS / fci incorporates "free-form recognition" technology, multiple-OCR engines, "fuzzy" matching of data, an intelligent machine-learning knowledge database - to read invoice data automatically from day-one.

Automated Invoice Posting and Workflow (FIS / edc): FIS / edc (electronic document centre) is an SAP add-in product to improve invoice processing in SAP. Typically the integrated technology is utilised to automate first-time match rates for invoices. In addition, routing of invoices is configured so that invoices can be  approved via FIS workflow applications running on SAP Web-Dynpro or Fiori apps.

FIS / edc works with real-time SAP data with enhanced tools for processing invoices prior to exporting to SAP.

diagram showing S/4HANA infrastructure in memory processing for business process optimisation

Automated Matching of Vendor Statement or Payment Advice Notes: The technology is utilised to automate the comparison of incoming statements (from vendors or customers) with balances in SAP ERP.

FIS / edc (statement monitor) is an SAP add-in product that reduces the number of documents reviewed by the accounts team - highlighting "exceptions" compared to vendor/customer data on SAP ERP.

Automated Processing of Orders  FIS / edc (sales order monitor) converts an inbound customer order into an SAP sales order with or without a reference (e.g. quotation).

The supply chain process such as order confirmation, shipping notification, goods issue and billing documents can be triggered immediately.  Customer orders that do not pass the “plausibility checks” successfully are highlighted and post-processed in the monitor.  

  • Automatic posting of customer orders (OCR or EDI data records)
  • Overview of all purchase orders received
  • OCR image or EDI data visualisation as PDF form
  • Full integration in SAP with all order processing functionalities
  • Quick error analysis with intelligent message log
  • Direct communication due to integrated email system
  • Post-processing option in the split screen display with direct access to scanned and archived customer orders.

SAP Master Data and Price Management: FIS / mpm  is a simplified SAP centred application add-in that is utilised by all employees tasked with master data maintenance of materials, price and conditions, vendors, customers and bill of materials.

The FIS / mpm add-in has built-in duplication checks and defined roles for initiators and master data custodians.  FIS / mpm is an SAP add-in product that runs on SAP standards such as SAP GUI and SAP Web Dynpro.

Cross Company Electronic Transactions: FIS / xee provides organisations with a tool for electronic data exchange between SAP, internal systems, and import/export with external suppliers and customers.

 

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FIS Information Systems UK

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FIS Information Systems UK

FIS Information Systems provide comprehensive expertise in SAP. We are one of the largest and fastest growing SAP consultancies, technology developers and service providers in Europe

Map of FIS Information sites in UK and Germany

 

FIS Information Systems UK (FIS UK) is the UK subsidiary of FIS Informationssysteme und Consulting GmbH.

FIS UK have extensive expertise in SAP business process automation software. The  technologies improve business processes in SAP such as  invoice processing, master data management, business system integration and SAP marketplace management.

The FIS Group have a dedicated workforce of some 800 employees including SAP consultants, and SAP (ABAP / Fiori) application developers.

FIS is an established VAR partner of SAP AG with “Gold-Partner” status.

FIS Informationssysteme und Consulting GmbH have headquarters in Germany (Grafenrheinfeld, Bavaria) and with regional offices near Stuttgart and Frankfurt.

The organisation is focused on providing SAP consultancy, add-in enhancement technologies, development and implementation expertise.

FIS also develop specialist industry applications that run on the SAP ERP standard. Typical industries that utilise our FIS (FIS / wws) technologies and expertise include:

  • HVACR (sanitary, heating, air conditioning)
  • Paints and interior decoration 
  • Electrical parts and accessories
  • Building materials and plumbing
  • Tools, screws and fastening
  • Medical devices and laboratory equipment
  • Steel and metal wholesalers
  • Automotive manufacturers and components
  • Mechanical and plant engineering
  • Plastics, metal and electronic components

Head Office FIS GmbH

FIS Information Systems - Head Office Grafenrheinfeld

SAP add-in technologies: The business process automation technologies complement and enhance the SAP standard software.

FIS applications reference real-time data with no modifications needed to the SAP ERP standard platform.

Organisations with SAP integrated add-in technologies generate financial savings as processes are made more efficient and with reduced manual intervention.

We work with SAP standards such as SAP Fiori apps and Web Dynpro creating new views of the data within simplified processes.

FIS ASP is an expert partner for hosting secure SAP ERP infrastructure and providing consultancy expertise.

The organisation has state-of-the-art data centres for clients with SAP ERP as well as complementary IT applications.

FIS ASP's expertise is in the following areas:

  • Technical consulting
  • Analytics
  • Maintenance of operating systems and databases
  • Execution of technical release upgrades
  • SAP archiving of data and documents
  • Non-SAP services (i.e. Email and MS Applications)

FIS ASP specialists support clients from the initial business analysis and planning to the implementation of your infrastructure systems. FIS ASP saves organisations with SAP hardware, software and specialist labour costs.

FIS ASP Data Centre

FIS - ASP Head Office Grafenrheinfeld

FIS Medienwerft GmbH is one of the most experienced digital agencies providing expertise in eBranding and eMarketing.

FIS acquired Medienwerft  in 2016, providing skills and technical know-how as a certified SAP Hybris partner.

The team implements sophisticated eCommerce and omni-Commerce projects for clients such as Adler and Volkswagen.

We  ensure the integration of brand values and brand image in all communication channels is used. Typically this would include social media, creating long-term customer relationships and  new client recruitment.

With their SAP Hybris expertise and specialist consultancy services, FIS Medienwerft complements the FIS existing product range. Both organisations have expertise in the complete SAP Customer Engagement & Commerce range. We uniquely provide our clients with solutions across the entire process chain from marketing, through sales and support from a single organisation.

FIS Medienwerft head office in Hamburg

FIS Medienwerft GmbH Head Office Hamburg