OCS

Inpute’s Accounts Payable System Creates a Paperless Office for OCS

OCS

The Solution

Inpute’s accounts payable solution – Inpute AP – delivered a fully integrated system that revolutionised the supplier invoice process at OCS.

The first step in reducing the throughput of paper in the company lay in digitising the invoices as they arrived. To that end, Inpute an intelligent scanning solution and scanners OCS’s accounts payable department.

Once scanned, documents are processed by the OCR (optical character recognition) module. No two invoices are quite the same, but the system is ‘trained’ to identify and extract key invoice data no matter where on the document it appeared.

Staff log onto the system – which sits on OCS’ intranet – each morning. At lunchtime, emails are automatically dispatched to staff members who have invoices in the queue awaiting their approval. By clicking a link within the email message, the staff member is brought directly to the invoice where it can be approved, rejected, queried, parked and so on; a range of choices are available depending on level of authorisation.

The Benefit

“You can zoom in and out of a digital copy of the invoice,” says Joe Scully, “you can add notes or attachments…For example, when I purchase IT equipment, I can attach the signed capital requisition form to the digital copy to the invoice as backup.”

  • Improved accountability and compliance due to full audit trail and approval process on every invoice.
  • Better supplier relationships as supplier queries are much easier to handle, all documentation regarding payments is in one centralised location.
  • Seamless ERP system integration with the solution.
  • “There has been a huge saving on man-hours, allowing our teams to make more efficient use of their time because there’s a lot less time wasted searching for and querying invoices. The workflow process is streamlined and we’re not buried under a mountain of paper.”

“Inpute turned out to be the one system that our team couldn’t live without…It’s the bible now for us when it comes to dealing with supplier invoices. It’s so easy to use.”

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