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 v   The accounts department received over 100 invoices by post every day, which had to be sorted based on which Jack Tighe company they referred to. A manual stamp was applied to the invoices and information annotated such as time, date, invoice number, gross net value, VAT and a cost code. The invoices were then entered into the accounting programme, stamped as “posted“ and then sent to the buyer for authorisation, who would also pass some on to his assistant buyer, or to the finance director. The buyers typically updated their project data sheets, added a job number onto the invoices, and then passed those back to the accounts department. During the regular update of the accounting programme, all invoices and files updated automatically as well.

In addition, about 150 sales invoices needed to be produced in any one day. The invoices were typed into Microsoft Excel by entering relevant information into templates set up for the different customers. After creating the sales invoices, an invoice number was assigned from and was then copied as it was printed. One of the copies was sent to the customer, one copy went to credit control for the ledger where it was filed numerically. The third copy went to a job file. Whenever remittance advices and statements from suppliers were received, they were filed in alphabetical order under different files such as credit control or customers names. Whenever a customer called to check on the status of his payment or order, files had to be physically carried to the desk. Only after searching for the relevant statements could the customers be called back and their queries be answered.

The organisation’s most important goal was to provide excellent service to its high profile customers, by improving the speed of workflow and aid their employees to be more efficient.
It was their desire that with the DocuWare solution all relevant invoices would be stored in an electronic file cabinet. All nine employees in the accounts department staff should work with DocuWare and have direct, simultaneous access to all the records as needed. Another important requirement Jack Tighe’s accounts department had was that the DocuWare solution would be compatible with their existing accounting programme.

Finally, it was the company’s wish to reach new targets and speed up sales and quotations processing. Quick access to copies of all documents would give the employees additional time to focus on other specifics.

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 v   Now, with the applied DocuWare solution, Jack Tighe Ltd. can count on error free document storage and misplaced files are a thing of the past. A total of nine employees use DocuWare.
The solution also complies seamlessly with the existing accounting program. Two additional scanners were added to facilitate scanning. The entire setup only took 7.5 days and a new workflow process was born.

All new purchase invoices received have a barcode label with a sequential number applied. The invoices are then scanned into DocuWare using a Recognition template to index and store the documents. The unique barcode index field locates the transaction in the creditors’ ledger and extract the additional indexing information for that particular record in DocuWare. Invoices are then transferred to the correct person for approval where an electronic stamp is applied to (also adding a job number to the relevant field) and then automatically transferred back to the accounts department for payment. The individual users can therefore rely on receiving their workload electronically, and without the need for making numerous photocopies.

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 v   Another valuable aspect is that changes in the statements for example orders can immediately be amended. Providing employees and clients with knowledgeable support is rewarded with customer trust. Customers are thereby helped in a competent, quick and comprehensive way and through this enhanced service, customer satisfaction increases significantly.

Therefore, time is saved from not having to search for documents, and the space this has created has certainly helped improve life in the accounts department Jack Tighe’s. Information is always the most current and, anyone can access documents anytime from the past, as well. Inquiries can be immediately answered, since copying, paper materials are eliminated, and the space needed to house electronic data is far less. All statements are up to date at any time, which is extremely helpful.

Time has new meaning in the accounts department now. Instead of ensuring each department has sent and received the correct records, employees can now spend time on improving customer service, not to forget what they really love to do in the accounts department: saving the company money!