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Lakeland finds their solution using automated invoice processing
Date: 21/04/2008
The Problem:
Lakeland currently has a monthly flow of around 4,000 supplier invoices. Their storage process had been considered too costly and inefficient for the company. Many staff struggled to locate the paper invoices they required. The business desired an alternative to the current approach while not having to dedicate space for paper invoice storage.
The Solution:
A solution by Image Integrators introduced custom document scanning, an automated workflow aiding invoice approval while integrating with CODA-Financials.
The Outcome:
Electronic invoices are now widely available for secure viewing and quick approval, the company has raised its efficiencies along with savings on space and cost.
The Problem:
With recent fast growth came the rising problems that systems and processes required changes to adapt to the information. A major area of inefficiency was that 4,000 paper-based supplier invoices were received monthly; these had to be sent for approval to different individuals. The constant flow of invoices resulted in problems locating invoices.
The Process
Having identified these inefficiency problems Lakeland spent time investigating document management solutions, looking at outsourced and onsite solutions. Lakeland required an easy to use and sizeable solution that could integrate perfectly with CODA-Financials.
The Solution:
Image Integrators produced a solution that guaranteed sufficient gains and a quick return on investment. They worked closely with in house staff and project management for the implementation. The solution was integrated to PRINCE2 (Projects IN Controlled Environments) standards, to guarantee that all stages were well structured.
The solution involved installing an onsite Fujitsu M4097 scanner with VRS (Virtual ReScan). Images can then be enhanced and made clearer than originals. The de-skewing function also ensures that images not fed properly into the scanner can be processed without rescanning.
Once scanned, invoices are sent into an automated workflow for approval and any queries. A system-generated email alerts approvers that documents are waiting for their attention. The system is also auditable, so staff are now always aware where any invoices are.
“We’re delighted with the Image Integrators’ solution. We scan all incoming purchase invoices and have them automatically routed for approval. Our staff have said they would never wish to go back to a paper-based system.” Stated Chris Long
The Outcome
Lakeland is enjoying an efficient and stable system, there is no longer a need to store paper invoices. The legal acceptability of scanned images means Lakeland can destroy the originals so that storage space is better utilised.
The approval workflow procedure lets the company know precise locations and the status of each invoice. The ability to make notes against images are included which employees from any location can view.
“Since the solution was implemented, we have realised massive efficiency gains and we no longer suffer paper inefficiencies,”
concluded Chris Long.
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