New Co-Op of Fort Dodge, Iowa has implemented a document management system to streamline their accounts payables process.
Situation:
With over 13 locations and 90 users across Iowa, New Co-Op‘s current method of receiving invoices at all locations, (including the corporate office), having to track those invoices, making sure they are approved by managers and then sent to the corporate office for payment was too time consuming and cumbersome.
Solution:
Advanced Systems implemented a process management module to File Director Document Management Work Group Edition allowing New Co-Op to take advantage of vendor discounts that were previously missed due to the amount of time it took to received approved invoices from their field managers. “We have been able to increase the discounts taken on invoices by using the timeout feature and not allowing invoices to sit on a manager’s desk for an extended period of time. What used to take a minimum of a week to get invoices back from an outlaying location, has improved in as quickly as a matter of minutes but no longer than 3 days.” Implementing the File Director product was simple. Advanced Systems worked closely with New Co-Op, on the build, design and implementation; providing several training sessions for employees using the system and provides on-going support and training.
Process:
The accounting department receives all the invoices and scans them into the process management module. The module automatically recognizes which location the invoice belongs and routes it to the appropriate process for approval, including managers, middle managers and upper level managers as needed.
Once approved, documents are then routed back to the accounting department to be paid. If an invoice needs further attention or research, electronic comments can be placed on the document without changing the original document.
Utilizing the web-based module of File Director allows personnel with security rights to access documents from any web access point when needed. Now the accounting department no longer has to spend a majority of their time researching past invoices or payables, employees can do it in the field. Documents can be retrieved, printed, emailed, faxed or viewed quickly and easily.
By implementing File Director in just one department, New Co-Op has been able to save time and money. They are looking forward to implementing the solution throughout their organization.