Document Management for DIRECT WINES Accounts Department
The Direct Wines accounts team handles in excess of 2,000 non-stock related supplier invoices and documents each month for everything from IT services to electricity supply. This invoice handling had previously been done via a completely manual system that was difficult to control and making payments slow.
Workflow and Document Management needed streamlining.
Prior to the Document Manager deployment, all invoices and related documents were being manually authorised and entered into Direct Wines' Great Plains ledger for payment. These paper documents were then archived into large filing cabinets.
This manual processing was hard to control and slow. The filing cabinets occupied considerable office space and documents were frequently lost. The paper system also required staff to physically search the filing cabinets for each of the 20 queries received on average each week from suppliers .
The old manual invoice payment process could sometimes take a couple of weeks, with people away or working off-site. Staff would also normally keep copies of invoices for their own files - increasing the use of paper and filing cabinets.
Direct Wines wanted a Document Management system that would provide its staff with instant access to any invoice and its related documents. This would make the department more efficient, make payments faster and allow more rapid responses to queries.
"We wanted to give better access to information for those in the approval loop," says Finance Manager Jo Quigg.
Choosing Document Manager
"We chose Document Manager because of its simplicity, flexibility and scalability – for workflow and document management. Also, because of its ability to integrate fully with Great Plains," says Jo Quigg "It was competitively priced with a good track record with large user bases."
"Document Manager was simply the most cost-effective way of achieving our aims. We could see how the system had worked for othe
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Expertise
- Document Management
- workflow optimisation
- Document Scanning
- intelligent data capture
- microsoft email integration
- web forms integration
- Exchequer finance integration
- ERP & finance integration
- SAAS solution
- Web GUI
- Automated Document Retention
- Data Encryption
- Cloud solution
Experience
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Document Logistix
Sales and Partnership Manager
- Current
