By using Version Oneâs software tightly integrated into its Infor Smartstream accounting system, Dorset County Hospital will significantly reduce the time-consuming manual entry of purchase invoice data and will also be able to electronically store and retrieve purchase invoices directly from its Smartstream system. In addition, using Version Oneâs Windows Document Capture Interface, Dorset will be able to capture any on-screen document and automatically store the document image to the Version One archive.
Kevin Goater, Acting Director Of Finance from Dorset County Hospital NHS Foundation Trust says, âWe currently have to manually key-in data regarding our 5,000 suppliers which is very laborious, costly and prone to error. Document storage is also a problem as it is a statutory requirement for us to keep our paid invoices for five years which results in a tremendous amount of filing space being taken up. Version Oneâs software, which we selected due to its tight integration with Infor Smartstream and solid reputation, will reduce manual data entry by up to 75%, eliminate data entry errors and will allow us to free-up document storage space.â
Using a Kodak i160 scanner and Version Oneâs software, all purchase invoices and credit notes arriving into Dorset County Hospital will be scanned centrally, tagged to the appropriate record in the Infor Smartstream accounting system and electronically stored. Version Oneâs OCR technology will automatically capture purchase invoice data, significantly reducing manual data entry. In addition, with Smartstreamâs workflow module used in conjunction with Version Oneâs DbArchive storage system, invoice approvers will be able to view and approve invoices directly from their PCs, further enhancing purchase-to-pay efficiency.
Goater comments, âDocument Imaging technology is now an essential part of any accounts payable department. Once in place, we will no longer have to search through filing cabinets for invoices as we will be able to instantly retrieve them, within seconds, from the desktop. We will also enjoy faster payment processing, enabling us to pay our suppliers in a more timely fashion. In addition, Version Oneâs software will support our green agenda and help us to comply with any future environmental legislation.â