Enhanced Document Visibility
It was not previously possible for stakeholders to access invoices from remote locations. Users of the solution can now simply log into SharePoint to confirm that an invoice has arrived, check the invoice status and update the invoice properties without leaving their desk.
Reduced Paper Storage Requirement
Because invoices are scanned into SharePoint the paper copies can now be moved to more cost effective storage as they are no longer required as part of the invoice approval lifecycle.
Invoices can be found instantly by running a search on invoice properties or sorted using the SharePoint views functionality. Time is saved in comparison to manual searching.
Filing Time Reduced
Automated filling can be done faster than manual filing with the use of drop down selection boxes, automatically populating fields from the accounting system and indexing invoices directly into the system.
Improved Security
Only staff with the appropriate access levels in SharePoint are able to view and change the properties of invoices.
Better Document Governance
By scanning invoices straight into SharePoint on arrival the risk of misplacing invoices are reduced. It is also possible to immediately check invoice status rather than invoking a manual search process.
Opportunities for Re-use and Extension
The solution is not limited to a specific functional area in VolkerRail and can be used as a basis for future solutions across the group.
"Our Commercial teams faced continual problems supporting claims made to our main customers, these claims need to be backed up with hard copies of all expenditure included in the claim leading to site based commercial teams spending time in our head office photocopying invoices. This was both an unwanted overhead on our contracts but also led to senior members of our commercial teams not adding value to the contracts they were working on. The business now has greater visibility of invoices in query which should lead to an improved payment cycle ensuring our suppliers are paid in a timelier manner. The obvious benefits of the implementation of KnowledgeLake has led to other areas of the business showing an interest in improved document management. VolkerRail is now scanning all Cash Book payments and are planning to scan staff timesheets, sub contract invoices, employee records and transmittal forms." Matthew Booth – Business Analyst
The solution that Dynamyx proposed was cost effective and allows VolkerRail to leverage investments already made as well as staff familiarity with existing Microsoft productivity applications. Furthermore the Dynamyx solution was considered to be easy to use and maintain - underpinned by the Fujitsu Workgroup Scanners that required very little training.