field studies council anticipates savings of up to £100,000 per annum with document management...
DESCRIPTION
Richard Walker, Director of Finance, Jason Cope, Finance Manager, Field Studies Council This case study explains the reasons for implementing document management technology and the benefits realised including time and cost savings, and improved purchase-to-pay efficiency.TRANSCRIPT
Field Studies CouncilField Studies CouncilField Studies CouncilField Studies Councilanticipates Savings of up to anticipates Savings of up to anticipates Savings of up to anticipates Savings of up to ££££100,000 per Annum with 100,000 per Annum with 100,000 per Annum with 100,000 per Annum with Version OneVersion OneVersion OneVersion One’’’’s Document Management.s Document Management.s Document Management.s Document Management.
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TestimonialsTestimonialsTestimonialsTestimonials
“DbArchive has revolutionised our purchase-to-pay c ycle”Mal Westfield, Financial Accounting Mngr, Endsleigh Insurance Services
“Across the business, we are saving over £100,000 p er annum”Alan Doyle, IT Manager, Nichols plc
Version One Introduction Version One Introduction Version One Introduction Version One Introduction
�Established in 1989 – experienced�Over 2,000 customers – financially stable�Solely UK based software authors�Represented by partners in 20 countries
Core Systems Core Systems Core Systems Core Systems ---- Implementations Implementations Implementations Implementations
Sample Customers Sample Customers Sample Customers Sample Customers
Sample Customers Sample Customers Sample Customers Sample Customers
Internal communications
External communications
Workflow &
Document
Approval
Capture of incoming
Electronic Files <XML>
Document ScanningInternal
documents
Invoice
Invoice
User Access Communication
gateway &
formatter
Fax
Electronic
Files <XML>
Web
<html>
Document Archive
Core
Business
Systems
Barcode OCR
Incoming Archiving (Scanning) Outgoing Archiving (COLD)
Document Flow Architecture
Field Studies Council
Field Studies Council
Richard Walker (Finance Director)Jason Cope (Finance Manager)
Agenda
�Background to Field Studies Council�Business Issues�The Solution�Benefits�Why Version One�The Future�Questions
Background – The Organisation
�Established in 1943�Educational Charity for Environmental
Understanding�National Network of 17 Centres
Background – Finance Function
�FMS = Sage Line 500�25,000 Invoices Each Year�All Non-Purchase Order Related Invoices� Invoices Received at Remote Centres�Coding & Approval Before Posting to HQ�Manual Registration of Invoice�Cheque & Remittance Posted to Supplier
Business Issues
Two Key Areas:�Purchase Invoice Processing �Payments and Output
Business Issues – Invoice Processing
�Delay in Invoices Reaching HQ� Inaccuracy Because of Late Arrival�Duplication of Effort�Poor Quality Business Information�Constantly Being Chased By Suppliers�Paper Chase� Internal Postage Costs
Business Issues –Payments & Output
�Costs Associated with Cheque Printing�Stationery Costs�Packaging Envelopes is Time Consuming�Expensive Bank Transaction Charges�Postage Costs�Slow to Clear
The Solution
� Invoices Scanned at Centres�Automated Invoice Data Capture�Electronic Invoice Approval�BACS Payments�Automated Delivery of Remittances
Solution Benefits
�Now Meeting Agreed Payment Terms�Number of Chasing Calls & Letters Reduced�90% Less Manual Data Entry�Reduced Stationery Costs & Bank Charges�Freeing Up Time for Centre Managers�Positive Environmental Impact
£100,000 Annual Savings!
Why Version One?
�Known From Previous Company�Good Reputation�Tight Integration with Sage�Available via Datel - Turnkey�Understood our Processes
The Future
�Complete Roll Out to all 17 Centres�Business Intelligence Integration�Use The Technology to Automate AR
Summary & Questions Summary & Questions Summary & Questions Summary & Questions
Business issues�Purchase Invoice Processing�Payments and Output
Savings and Gains�Reduce paper processes�Reduce manual effort�Reduce storage requirements�Support our Green Credentials
Visit Version One on stand AF307 for:
� White papers
� Case studies
� Product details
www.versionone.co.uk
Further Details
Any questions?
Field Studies CouncilField Studies CouncilField Studies CouncilField Studies Council