Automatically input invoice information into Sage in 4 easy steps
Scan and input into Sage without Indexing
The inputting of supplier invoice information has always been a time consuming process, busy accounts departments waste hours every day with this mundane task, also the cost of storing and retrieving invoices is very expensive, generally paper information is stored in a filing cabinet and manually accessed by a member of staff, there is also the chance that the document has been misfiled resulting in the time it takes to retrieve the information a lot longer than it should be again increasing costs.
Benefits of Scanning at the Source
Why Scanning at the Source can help your business
Many organisations have multiple branches/locations due to the disparate geographic demand for products and services. While this enables businesses to explore and open up new markets it also presents operational problems of its own. Processes that were previously completed within the one office now require paper to be posted and shuffled between locations causing delays and additional costs.
Save space and money with document scanning
Save money and space
It doesn’t take much for an office to become cluttered, especially when the office is accustomed or legally obliged to keep paper records of everything and hold onto old files for years. It wasn’t until the introduction of document scanning that office managers realized how much office space they were wasting previously. In the current economic climate surely it is more desirable to better utilize the space you currently have rather than increase your overheads by moving to bigger offices?
Cost Justifying the Scanning of Your Documents
Save time and money by scanning your documents
The value of a document can vary greatly according to its intended function. Typically valuable documents may be design data, contracts, financial transaction records, correspondence, certificates, etc. All of these have a quantifiable associated cost related to their storage, ongoing access and archival.
It is this ‘life-cycle’ management cost of a document, which many companies do not realise, occurs and it can be broken down into a number of areas:
Issue 1 – Access time
Typically an office worker will take 8 Hours per week to locate documents they require. This typically equates to approx £5,000 per annum per person.
How scanning can help? – Scanning your documents enables searches for specific information to be performed in seconds. Even individual words can be searched for which would be impossible across a range of paper documents.
Issue 2 – Risk Management
If a fire, bomb or flood strikes then original documents could be destroyed and take months to reconstruct. In some cases this could have a serious impact to a business.
How scanning can help? – Once documents are scanned they can be stored to cheap and reproducible CD-ROMs which can then be accessed on any PC. A customer service department for example could therefore be up and running again as soon as a PC is available.
Issue 3 – Improved Levels of customer service
Improved customer service can improve your market share and by having all of your clients correspondence and documentation to hand it can reduce call backs and associated charges and admin costs.
How can scanning help? – Customer records can be linked to contact databases and any letter viewed in seconds whilst the customer is on the line. Large reductions in call back costs and improved customer satisfaction therefore occur.
Issue 4 – Sharing Information
Paper based documents can only be shared if they are copied which has both admin and environmental cost implications. These are compounded if documents need to be shared across remote offices.
How can scanning help? – Scanned documents can be emailed or made accessible over a network/internet instantly without copying or the delays associated with courier services.
Issue 5 – Long term preservation
Paper and even microfilm records can become damaged, torn or dog-eared over time. Faxes fade.
How can scanning help? – Once documents are scanned they no longer degrade and they can be copied in seconds onto new media as and when new devices are released in the future. Digital formats can be backwardly read or accessed/transferred at any time giving a high level of ‘futureproofing’
Issue 6 – Misfiling
Every time a paper document is retrieved and then filed there is a small chance that it will not be returned or incorrectly misfiled. Typically 2% of all documents will be misfiled each at a cost of £5.
How can scanning help? – Once scanned documents have been indexed there is no longer the possibility that they will be lost or misfiled.
Issue 7 – Space
Documents can take up a lot of space which cumulatively grows every year. This space is always an overhead and cannot be used for profit production purposes. Cost per sq/ft saved varies.
How can scanning help? – Approx 5 filing cabinets of A4 documents or 3000 drawings can be stored on each CD-ROM which therefore releases space for more productive uses.
ADS have solutions to all of the issues associated with the management of paper documents, the trick is to make all of this simple and easy to use, this is where ADS can help you to achieve a smooth transaction from paper to electronic documents by providing cost effective easy to use solutions.
Imagine being able to instantly locate all of your documentation with one click of the mouse from any existing windows application, well now you can, visit us and book a FREE trial of our new easy to use scanning solution.
Cost Justifying the Scanning of Your Documents
Document Management – Scanning – Storage – Archiving – Destruction – Document Imaging