The Field Studies Council anticipated savings of up to £100,000 per year by implementing Version One's document management system. Their previous manual invoice processing and payment system involved significant paper usage, data entry work, and costs. With Version One's system, invoices are now scanned and processed electronically at remote centers, approval and payments are automated, and remittances are digitally delivered, reducing costs by 90% while meeting payment terms. The organization expects to fully rollout the system across all 17 of its centers and integrate additional capabilities over time.
2. Testimonials
“DbArchive has revolutionised our purchase-to-pay cycle”
Mal Westfield, Financial Accounting Mngr, Endsleigh Insurance Services
“Across the business, we are saving over £100,000 per annum”
Alan Doyle, IT Manager, Nichols plc
3. Version One Introduction
Established in 1989 – experienced
Over 2,000 customers – financially stable
Solely UK based software authors
Represented by partners in 20 countries
7. Document Flow
Architecture
Inv
Inv Capture of incoming
oic
oic
ee Electronic Files <XML>
External communications
Internal communications Email
Document Scanning Internal
documents
Barcode OCR
Fax
Incoming Archiving (Scanning) Outgoing Archiving (COLD)
Document Archive
Web
Core Communication
User Access Workflow & <html>
Document
Business gateway &
Approval Systems formatter
Electronic
Files <XML>
8. Field Studies Council
Field Studies Council
Richard Walker (Finance Director)
Jason Cope (Finance Manager)
9. Agenda
Background to Field Studies Council
Business Issues
The Solution
Benefits
Why Version One
The Future
Questions
10. Background – The
Organisation
Established in 1943
Educational Charity for Environmental
Understanding
National Network of 17 Centres
11. Background – Finance
Function
FMS = Sage Line 500
25,000 Invoices Each Year
All Non-Purchase Order Related Invoices
Invoices Received at Remote Centres
Coding & Approval Before Posting to HQ
Manual Registration of Invoice
Cheque & Remittance Posted to Supplier
13. Business Issues – Invoice
Processing
Delay in Invoices Reaching HQ
Inaccuracy Because of Late Arrival
Duplication of Effort
Poor Quality Business Information
Constantly Being Chased By Suppliers
Paper Chase
Internal Postage Costs
14. Business Issues –
Payments & Output
Costs Associated with Cheque Printing
Stationery Costs
Packaging Envelopes is Time Consuming
Expensive Bank Transaction Charges
Postage Costs
Slow to Clear
15. The Solution
Invoices Scanned at Centres
Automated Invoice Data Capture
Electronic Invoice Approval
BACS Payments
Automated Delivery of Remittances
16. Solution Benefits
£100,000 Annual Savings!
Now Meeting Agreed Payment Terms
Number of Chasing Calls & Letters Reduced
90% Less Manual Data Entry
Reduced Stationery Costs & Bank Charges
Freeing Up Time for Centre Managers
Positive Environmental Impact
17. Why Version One?
Known From Previous Company
Good Reputation
Tight Integration with Sage
Available via Datel - Turnkey
Understood our Processes
18. The Future
Complete Roll Out to all 17 Centres
Business Intelligence Integration
Use The Technology to Automate AR
19. Summary & Questions
Business issues
Purchase Invoice Processing
Payments and Output
Savings and Gains
Reduce paper processes
Reduce manual effort
Reduce storage requirements
Support our Green Credentials
20. Further Details
Visit Version One on stand AF307 for:
White papers
Case studies
Product details
www.versionone.co.uk