Dealing with this volume in a manual operation was causing several problems. Invoice processing was extremely paper intensive; a considerable amount of time and effort was spent data inputting, chasing paper invoices and filing. It was often difficult to locate invoices and the AP team would waste time contacting the business users to trace invoices. This resulted in a lack of efficiency and a lack of control over the process. There had also been an issue of making a number of duplicate payments.
The decision was made to automate the invoice processing; to streamline the department and ultimately to be benchmarked as an exemplary AP process. The search began to find a solution that could meet their needs: integrate tightly with their ERP solution, be sufficiently flexible to mirror their processes and be easy for the AP team to use. "We chose to go with our final supplier because we felt they took the time to really investigate our process, work with us to design the most efficient system and were able to prove the seamless integration with our ERP system and had a very effective workflow solution."
The decision to automate Accounts Payable _ Their Accounts Payable (AP) department consisted of 13 people processing in the region of 180ꯠ invoices per year from suppliers across Europe. Invoices need to be approved by 250 individuals from 3 offices in the UK, 11 depots and 2 manufacturing plants, in addition to users in mainland Europe.