International Media Group Streamlines Finance Operations and Ensures Brand Consistency with Version One

14 January 2009

Future, the special-interest media group is streamlining its worldwide finance operations with the help of document management technology from Version One. This technology, which will be tightly integrated into Future’s in-house Lawson accounting system, will ensure consistency of brand, cut costs and support the numerous document production and management needs of a growing global business. Future is implementing Version One’s software in a two-phased approach and is expected to be fully live by March 2009.

Sarah-Louise Howells, Group Finance Systems Development Manager of Future says, “Staff based at our USA and Australia sites were using disparate systems to create multiple versions of the same financial document which was costly, inefficient and created brand confusion. We recognised that we needed a single company-wide document management solution that could seamlessly integrate into our Lawson accounting system, standardising the look of our financial documents and enabling them to be automatically routed around the business.”

After evaluating a number of document management solutions, Future decided to implement Version One’s electronic form design and automated document delivery systems due to their value for money, ease of use and proven ability to integrate into Lawson.

These systems will be used to produce invoices, remittance advices, customer statements and sending letters electronically from the desktop. Once created, instead of printing out these documents for posting, faxing or internal distribution, they will be electronically delivered from users’ PCs within seconds, boosting efficiency and cutting expensive pre-printed stationery and postage costs.

Sarah-Louise comments, “Maintaining a consistent brand identity is imperative for a growing International business such as ours. As well as being cost-effective, Version One’s systems will protect our brand by standardising key business documents. Its flexibility will also ensure documents can be personalised and altered to meet local requirements if necessary, without detrimenting the brand.”

Sarah-Louise adds, “By electronically circulating documents such as customer statements and remittance advices, Version One’s software will also help improve our customer service and relationships with suppliers. In addition, the system will free-up staff time, improve efficiency and by cutting paper-use, support our green agenda, which is key to us as a forward-thinking media group with magazines, websites and events running in several countries.”

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