field studies council anticipates savings of up to £100,000 per annum with document management...

Field Studies CouncilField Studies CouncilField Studies CouncilField Studies Councilanticipates Savings of up to anticipates Savings of up to anticipates Savings of up to anticipates Savings of up to ££££100,000 per Annum with 100,000 per Annum with 100,000 per Annum with 100,000 per Annum with Version OneVersion OneVersion OneVersion One’’’’s Document Management.s Document Management.s Document Management.s Document Management.

and

TestimonialsTestimonialsTestimonialsTestimonials

“DbArchive has revolutionised our purchase-to-pay c ycle”Mal Westfield, Financial Accounting Mngr, Endsleigh Insurance Services

“Across the business, we are saving over £100,000 p er annum”Alan Doyle, IT Manager, Nichols plc

Version One Introduction Version One Introduction Version One Introduction Version One Introduction

�Established in 1989 – experienced�Over 2,000 customers – financially stable�Solely UK based software authors�Represented by partners in 20 countries

Core Systems Core Systems Core Systems Core Systems ---- Implementations Implementations Implementations Implementations

Sample Customers Sample Customers Sample Customers Sample Customers

Internal communications

External communications

Workflow &

Document

Approval

Capture of incoming

Electronic Files <XML>

Document ScanningInternal

documents

Invoice

Invoice

User Access Communication

gateway &

formatter

Fax

Email

Electronic

Files <XML>

Web

<html>

Document Archive

Core

Business

Systems

Barcode OCR

Incoming Archiving (Scanning) Outgoing Archiving (COLD)

Document Flow Architecture

Field Studies Council

Field Studies Council

Richard Walker (Finance Director)Jason Cope (Finance Manager)

Agenda

�Background to Field Studies Council�Business Issues�The Solution�Benefits�Why Version One�The Future�Questions

Background – The Organisation

�Established in 1943�Educational Charity for Environmental

Understanding�National Network of 17 Centres

Background – Finance Function

�FMS = Sage Line 500�25,000 Invoices Each Year�All Non-Purchase Order Related Invoices� Invoices Received at Remote Centres�Coding & Approval Before Posting to HQ�Manual Registration of Invoice�Cheque & Remittance Posted to Supplier

Business Issues

Two Key Areas:�Purchase Invoice Processing �Payments and Output

Business Issues – Invoice Processing

�Delay in Invoices Reaching HQ� Inaccuracy Because of Late Arrival�Duplication of Effort�Poor Quality Business Information�Constantly Being Chased By Suppliers�Paper Chase� Internal Postage Costs

Business Issues –Payments & Output

�Costs Associated with Cheque Printing�Stationery Costs�Packaging Envelopes is Time Consuming�Expensive Bank Transaction Charges�Postage Costs�Slow to Clear

The Solution

� Invoices Scanned at Centres�Automated Invoice Data Capture�Electronic Invoice Approval�BACS Payments�Automated Delivery of Remittances

Solution Benefits

�Now Meeting Agreed Payment Terms�Number of Chasing Calls & Letters Reduced�90% Less Manual Data Entry�Reduced Stationery Costs & Bank Charges�Freeing Up Time for Centre Managers�Positive Environmental Impact

£100,000 Annual Savings!

Why Version One?

�Known From Previous Company�Good Reputation�Tight Integration with Sage�Available via Datel - Turnkey�Understood our Processes

The Future

�Complete Roll Out to all 17 Centres�Business Intelligence Integration�Use The Technology to Automate AR

Summary & Questions Summary & Questions Summary & Questions Summary & Questions

Business issues�Purchase Invoice Processing�Payments and Output

Savings and Gains�Reduce paper processes�Reduce manual effort�Reduce storage requirements�Support our Green Credentials

Visit Version One on stand AF307 for:

� White papers

� Case studies

� Product details

www.versionone.co.uk

Further Details

Any questions?

Field Studies CouncilField Studies CouncilField Studies CouncilField Studies Council