Version Oneâs systems, which are integrated into Datelâs Sage accounting system and are used by twenty authorised Datel staff, are enabling the electronic production, delivery, storage and authorisation of financial documents. Using Version Oneâs data capture system, Datel has also eliminated manual intervention in capturing purchase invoice data and with Version Oneâs BACS-iP solution, payments have been automated.
Paul Crompton, Sales Director from Datel says, âAs a re-seller of Version Oneâs document management and imaging software we were fully aware of the many business benefits of using these systems. It was only a matter of time before we decided to implement these systems ourselves and enjoy the softwareâs cost, efficiency and space-saving benefits.â
Using Version Oneâs software, inbound documents are scanned and stored in the Version One archive, which is accessible by drilling down through Sage and via Version Oneâs web browser. The optical character recognition (OCR) technology intelligently captures key data from purchase invoices and validates this data before it is uploaded to Sage, cutting manual data entry. Once imaged, documents requiring authorisation, such as purchase invoices, are automatically emailed around the organisation for approval by the relevant managers before being paid using BACS-iP.
Outbound documents such as sales invoices, remittance advices and statements are produced electronically with Version Oneâs form software and are then automatically delivered via electronic mail or automated fax, cutting stationery, printing and postage costs.
Crompton says, âSince implementing Version Oneâs software, we have experienced cost savings in excess of Â£36,000 per year as a result of cutting the amount of paper we produce, circulate, store and post.â
Crompton continues, âWe are enjoying 100% automatic data capture of invoice information, eliminating manual data entry. In addition, we have freed-up an entire office space that was previously being used to store seven double filing cabinets of paperwork.â
Datel is enjoying faster payment processing as a result of improved purchase-to-pay efficiency and instant access to imaged documents is also enabling authorised staff to âself-serveâ without having to trouble the finance department. In addition, by cutting paper-use, Datel is supporting its environmental agenda.
Crompton says, âAs well as providing us with significant business benefits, by no longer producing, printing, duplicating and circulating paper documents, Version Oneâs software supports our environmental policy.â
Crompton adds, âWe have been re-selling Version Oneâs software to our Sage customers for a number of years now and have always been a strong supporter of the company and its products. Choosing to implement Version Oneâs full software suite ourselves is the biggest endorsement we could give our customers and proves that we truly believe in the products we sell.â