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42
Document management
Going Digital
and, as a result, has been able to move to a
smaller office.
As Thompson explains, it has also
transformed information management:
“If Welbeck Estates receives a query
from a supplier or a particular budget
holder, the information can be retrieved
in seconds. In the past, it could take up to
10 minutes to locate the correct file and
any supporting information.”
Users also appreciate the ability to
search for documentation in different ways,
either against the document index or the
document content. “This highly flexible way
of searching for information is incredibly
valuable,” says Thompson. “Combined with
good change management and a positive
information management culture, Invu’s
ease of use was key to achieving good user
acceptance.”
Conclusion
Having realised its original vision of
improved information retrieval within
finance and far more effective purchase-
to-pay processes,Welbeck Estates is now
assessing how best to expand the use
of Invu to include other documentation.
The system has already been expanded
to include information on credit control
and VAT returns and extended to 35 users,
including non-finance users in the property
department.
Now, surveyors routinely use the
system to check whether or not a tenant
has paid a bill and access associated
documentation. The next move will be to
consider the value of adding information
that isn’t financial, such as property leases.
“Welbeck Estates has achieved the
original objective of the Invu investment,”
explains Goodwin. “Invoices are all stored
electronically; information can be rapidly
retrieved; and the purchase-to-pay process
has been transformed. In addition, staff
are no longer spending time producing
information but are able to interpret
and analyse data and provide far more
management information. Now the
company can build on this platform to
gain further benefits in rapid information
retrieval and faster response to business
issues.”
Concrete benefits
Euromix Concrete is replacing the manual
processing of delivery tickets and invoices
with an electronic solution that will save
storage space and speed up file retrieval.
The leading supplier of ready mixed concrete
has awarded e-docs UK a contract to scan
more than 60,000 delivery tickets each year,
capturing all information and automatically
performing a signature check. Unsigned tickets
will be flagged as exceptions and presented
to Euromix Concrete’s invoicing team for
immediate attention.
Every scanned document will then be
uploaded to e-docs UK’s OneView web portal so
that staff can view and monitor queries.
The contract includes the provision of an
invoice processing solution, featuring electronic
invoicing and a print and mail service with postal
discounts of up to 20%. As part of the solution,
invoices will be uploaded to e-docs UK’s OneView
web portal and cross-referenced with delivery
tickets.
www.e-docsuk.co.uk
Webexpenses goes native
Webexpenses has announced a major upgrade
to its web-based expenses software solution,
which uses a smartphone’s camera to convert
paper receipts into digital expense claims.
Following feedback from customers, the
Webexpenses App 2.0 has been built from scratch
to provide a faster, smoother and more stable
experience. New features include:
n
GPS integration so that users can record and
map the exact distance they travel, in real-time;
n
the ability to track new expenses requests and
handle approvals on the move;
n
a revamped, fresher, cleaner user interface; and
n
a faster, more responsive user experience
due to the lower memory requirements of a
native application compared to a browser-based
approach.
Webexpenses App 2.0 is available for iPhone
and Android smartphones.
In the name of efficiency
Local authority street naming and numbering
officers have worked with GGP Software on
the development of a new tool to speed up
the naming and numbering of new streets and
properties.
UK councils have a legal obligation to issue
official addresses and strict guidelines exist to
ensure names and numbers are appropriate, logical
and consistent and that address data is shared with
the appropriate authorities, such as the emergency
services and postal operators.
A self-contained case management tool, GGP
SNN simplifies administration of the many day-to-
day tasks involved in Street Naming and Numbering,
from communications to document management.
It provides a number of customisable workflows
and can generate emails and letters from templates
automatically populated with case data.
Tim Maxwell, managing director of GGP Systems,
said: “GGP SNN will help improve the efficiency
of the Street Naming and Numbering Process.
Workflows, templates and reminders can all be used
to speed up the process and improve communication
between interested parties. The integrated financial
module can be used to generate and track invoices
and important documents are scanned and held
digitally thus improving security and even saving
money on storage.”
www.ggpsystems.co.uk
No more paper receipts
Booths, which has 29 stores across the North
West of England, has become the largest
retailer to adopt eReceipts technology from
Paperless Receipts.
The software enables retailers to generate
electronic receipts that are sent directly to
a customer’s cloud-based account. Initially
customers will be able to receive both paper and
electronic receipts, though in time Booths plans
to phase out paper receipts altogether, saving
100,000 till rolls a year.
As well as saving paper, eReceipts will allow
Booths to deliver tailored offers to individual
customers and enable customers to analyse their
spend according to specific categories.
It is being launched as part of the new Booths
Card and can be accessed via Booth’s website and
mobile apps.
Paperless Receipts recently expanded its
product range with the acquisition of expenses
management company Expense Magic Limited.
Users simply photograph their receipts via a mobile
app and receive a monthly expense report with all
the hard work done for them, for a fee of £9.99 a
month. All receipt images are stored securely in the
cloud for a minimum of 7 years.
...continued