Sage’s Largest UK Business Partner Saves Over £36,000 per Year and Eliminates Manual Data Entry with Version One

Datel, the UK’s largest Sage software partner, is saving £36,000 per year and has totally eliminated manual data entry in the processing of purchase invoices using Version One’s document management and imaging software.

Version One’s systems, which are integrated into Datel’s 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 One’s data capture system, Datel has also eliminated manual intervention in capturing purchase invoice data and with Version One’s BACS-iP solution, payments have been automated.

Paul Crompton, Sales Director from Datel says, “As a re-seller of Version One’s 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 software’s cost, efficiency and space-saving benefits.”

Using Version One’s software, inbound documents are scanned and stored in the Version One archive, which is accessible by drilling down through Sage and via Version One’s 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 One’s form software and are then automatically delivered via electronic mail or automated fax, cutting stationery, printing and postage costs.

Crompton says, “Since implementing Version One’s software, we have experienced cost savings in excess of £36,000 per year as a result of cutting the amount of paper we produce, circulate, store and post.”

Crompton continues, “We 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.”

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 ‘self-serve’ without having to trouble the finance department. In addition, by cutting paper-use, Datel is supporting its environmental agenda.

Crompton says, “As well as providing us with significant business benefits, by no longer producing, printing, duplicating and circulating paper documents, Version One’s software supports our environmental policy.”

Crompton adds, “We have been re-selling Version One’s 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 One’s full software suite ourselves is the biggest endorsement we could give our customers and proves that we truly believe in the products we sell.”