Case Study: Accounts Payable Scanning

The Situation

A 125 year old mineral and chemical distributor was drowning in inbound accounts payable invoices.

With more than two thousand active vendors and thousands of PO's, receipts, and invoices each week the task of managing the information was overwhelming their staff, impacting their vendor relations, and costing them thousands of dollars in lost discounts.

The Challenges

Capturing invoice data and transmitting via EDI
Correctly filing invoices, PO copies, and receipt documents (POD, packing list, etc.)
Implementing a document workflow to streamline approvals and track priority invoices

The Solution

National Scanning implemented a secure web-based portal for tracking and viewing document copies. Files are picked up each day, and available online the next business day.

Data from the invoices is captured using a sophisticated text recognition process with human error correction. EDI files are generated with the information and sent to the client, where it is matched to PO and receiving records, eliminating data entry and greatly improving accuracy.

The Outcome

Between the EDI feed, document routing for discounts and approval, and instant online access to the files, the client could not be more pleased with the results of their accounts payable scanning project. Their team is now able to spend their time researching and resolving issues, not searching for paper and keying in invoices.

National Scanning works with clients each day to streamline processes and reduce the time spent filing and keying. Contact us to discuss your project with a solutions consultant.

Footnote: National Scanning respects the privacy of our clients and does not include the company name in case studies. Please contact us and we will be happy to put you in touch with the client to discuss the advantages of scanned documents and to share their experience with us.