Accounts Payable

Major problems processing your Accounts Payable?

Accounts Payable is one of the most common business processes for which organizations most commonly seek more efficient, cost effective and responsive document management.

In New Zealand the minimum costs of processing invoices is $3.15 per invoice of direct labour costs only!

And to meet these requirements Scan Conversion Services has developed a fully customized specialist scanning solution. This can either be installed in-house, in which case SCS will provide all necessary scanning hardware, the software that we ourselves use and full staff training, that is based on a decade of document management experience.

Or, alternatively, clients can opt to outsource their accounts payable scanning work to our quality assured service bureau.  

The SCS Service Bureau Option
A typical use of this solution would see SCS:

• Collecting invoices on a daily, weekly or monthly basis depending on client requirements.
• Scanning those invoices.
• Extracting the required information through the combination of OCR and operator input for hand written information.
• Validating data. This can be both simple validation (eg valid date and GST, etc) or more complex cross checking against data extracted from the client’s accounting system (eg. does a purchase order exist?). We can also check invoices’ arithmetic calculations.
• Formatting the collected data into a client specified file format.
• Electronically sending the collected data and images to the client’s office.
• Providing a CD or DVD back up of all data and images on a daily, weekly or monthly basis.

Benefits

• You do not need to store the original for seven years.
• You do not have the cost of filing.
• You do not have the delay in retrieval.
• You do not have the cost of retrieval.
• You do not have a space problem.
• No chance of lost documents.
• You do not need to photo copy, mail and or distribute the document for approval.
• A full audit trail shows the approval process.
• The ability to link the image to your accounts system for fast retrieval.
• We can provide an overnight service.
• Automated reminders.
• Ability to measure the approval process through the use of Dv TDM software
• Other advantages of Scanning over Traditional Methods