Homeserve was looking for a solution to further improve its purchase-to-pay processes. All purchase invoices and supplier forms were previously stored in on-site filing cabinets for the first six months and subsequently, were transported to Homeserveâs offsite storage facility for archiving. Retrieving a purchase invoice for query resolution or for after-payment analysis could be time-consuming.
Homeserve now images 3,000 purchase invoices and supplier forms every month using a Kodak i40 scanner. The images are then exported to DbArchive where they can be retrieved either by using Version Oneâs web browser or via drilldown from within Oracle Financials. In addition, invoices are now approved using Oracleâs workflow in conjunction with DbArchive, enabling authorisers to view invoices on-screen with a few clicks of the mouse.
Teresa Taft, Project Accountant from Homeserve says, âAuthorised staff across all our sites can now access purchase invoices and supplier forms within seconds, enabling invoice queries to be resolved swiftly. We no longer have to spend time posting and faxing-out copy invoices and weâre also beginning to phase-out on-site storage as well as our off-site storage facility, cutting costs.â
Taft continues, âThe speed at which invoices are getting approved ready for payment has been improved and thanks to Version Oneâs technology, the purchase ledger function is now more streamlined than ever before.â
Going forward, Homeserve is expanding the use of Version Oneâs imaging technology to incorporate other finance documents, such as claims management job sheets. Up to 10,000 of these are processed each week. Homeserve also plans to roll-out the DbArchive technology to its international branches and is looking at implementing Version Oneâs automated data capture system to further improve its purchase-to-pay processes. This technology, which uses optical character recognition (OCR) to âreadâ invoice information, cuts manual data entry by up to 80%.