DocuWare Case Studies Paint: A better Picture of Accounts Due

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	Paint: A better Picture of Accounts Due DocuWare

Paint: A better Picture of Accounts Due

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Application Infrastructure & Middleware - Database Management & Storage
Applicable Industries	Construction & Infrastructure Marine & Shipping
Applicable Functions	Procurement Sales & Marketing
Use Cases	Inventory Management Process Control & Optimization
Services	Software Design & Engineering Services System Integration
Challenge	Jack Tighe Ltd, a UK-based industrial painting company, was struggling with the multitude of invoices that needed to be processed every day. The process they were using was cumbersome. Purchase and sales invoices, remittance advices, supplier statements, all had to be individually photocopied and distributed. Numbers had to be manually assigned, stamps needed to be applied and then returned or transferred to other departments. The accounts department received over 100 invoices by post every day, which had to be sorted based on which Jack Tighe company they referred to. In addition, about 150 sales invoices needed to be produced in any one day. The invoices were typed into Microsoft Excel by entering relevant information into templates set up for the different customers. After creating the sales invoices, an invoice number was assigned from and was then copied as it was printed. One of the copies was sent to the customer, one copy went to credit control for the ledger where it was filed numerically. The third copy went to a job file. Whenever remittance advices and statements from suppliers were received, they were filed in alphabetical order under different files such as credit control or customers names. Whenever a customer called to check on the status of his payment or order, files had to be physically carried to the desk. Only after searching for the relevant statements could the customers be called back and their queries be answered. Read More
About Customer	Jack Tighe Ltd. is a private family-owned company in Gainsborough, Lincolnshire, UK and has been around for over 50 years. Through the years, the company has grown from undertaking general industrial painting projects to focusing on customers of large steel structures including ships, bridges and large buildings to onsite paint blasting and specialised “Applied Coatings“. About 350 people are employed throughout all the Jack Tighe companies. Jack Tighe Ltd attends to special projects that involve durable applied paint coatings and is well known for its efficiencies, technical capacities, its qualified staff and leadership. Their expertise in decorating, industrial painting shot or grit blasting and specialised coating has landed many interesting and important high value projects – in fact, it is known that Jack Tighe Ltd has carried out some of the largest painting project ever commissioned. Read More
Solution	The solution was to implement DocuWare, a document management system, to streamline the invoice processing. All account records are now retrievable with a mouse click and available in their electronic archive at all times. Filing copies of invoices into a binder is now a thing of the past. Through bar code recognition, one can store invoices in DocuWare even more quickly because the system can capture index criteria from the statement’s contents. The solution also offers scope to speed up data entering, automatically storing email messages and ensuring seamless integration of network scanners. Now, with the applied DocuWare solution, Jack Tighe Ltd. can count on error-free document storage and misplaced files are a thing of the past. A total of nine employees use DocuWare. The solution also complies seamlessly with the existing accounting programme. Two additional scanners were added to facilitate scanning. The entire setup only took 7.5 days and a new workflow process was born. All new purchase invoices received have a barcode label with a sequential number applied. The invoices are then scanned into DocuWare using a Recognition template to index and store the documents. The unique barcode index field locates the transaction in the creditors’ ledger and extract the additional indexing information for that particular record in DocuWare. Invoices are then transferred to the correct person for approval where an electronic stamp is applied to (also adding a job number to the relevant field) and then automatically transferred back to the accounts department for payment. The individual users can therefore rely on receiving their workload electronically, and without the need for making numerous photocopies. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Application Infrastructure & Middleware - Database Management & Storage

Applicable Industries

Construction & Infrastructure

Marine & Shipping

Applicable Functions

Procurement

Sales & Marketing

Use Cases

Inventory Management

Process Control & Optimization

Services

Software Design & Engineering Services

System Integration

Challenge

Jack Tighe Ltd, a UK-based industrial painting company, was struggling with the multitude of invoices that needed to be processed every day. The process they were using was cumbersome. Purchase and sales invoices, remittance advices, supplier statements, all had to be individually photocopied and distributed. Numbers had to be manually assigned, stamps needed to be applied and then returned or transferred to other departments. The accounts department received over 100 invoices by post every day, which had to be sorted based on which Jack Tighe company they referred to. In addition, about 150 sales invoices needed to be produced in any one day. The invoices were typed into Microsoft Excel by entering relevant information into templates set up for the different customers. After creating the sales invoices, an invoice number was assigned from and was then copied as it was printed. One of the copies was sent to the customer, one copy went to credit control for the ledger where it was filed numerically. The third copy went to a job file. Whenever remittance advices and statements from suppliers were received, they were filed in alphabetical order under different files such as credit control or customers names. Whenever a customer called to check on the status of his payment or order, files had to be physically carried to the desk. Only after searching for the relevant statements could the customers be called back and their queries be answered.

About Customer

Jack Tighe Ltd. is a private family-owned company in Gainsborough, Lincolnshire, UK and has been around for over 50 years. Through the years, the company has grown from undertaking general industrial painting projects to focusing on customers of large steel structures including ships, bridges and large buildings to onsite paint blasting and specialised “Applied Coatings“. About 350 people are employed throughout all the Jack Tighe companies. Jack Tighe Ltd attends to special projects that involve durable applied paint coatings and is well known for its efficiencies, technical capacities, its qualified staff and leadership. Their expertise in decorating, industrial painting shot or grit blasting and specialised coating has landed many interesting and important high value projects – in fact, it is known that Jack Tighe Ltd has carried out some of the largest painting project ever commissioned.

Solution

The solution was to implement DocuWare, a document management system, to streamline the invoice processing. All account records are now retrievable with a mouse click and available in their electronic archive at all times. Filing copies of invoices into a binder is now a thing of the past. Through bar code recognition, one can store invoices in DocuWare even more quickly because the system can capture index criteria from the statement’s contents. The solution also offers scope to speed up data entering, automatically storing email messages and ensuring seamless integration of network scanners. Now, with the applied DocuWare solution, Jack Tighe Ltd. can count on error-free document storage and misplaced files are a thing of the past. A total of nine employees use DocuWare. The solution also complies seamlessly with the existing accounting programme. Two additional scanners were added to facilitate scanning. The entire setup only took 7.5 days and a new workflow process was born. All new purchase invoices received have a barcode label with a sequential number applied. The invoices are then scanned into DocuWare using a Recognition template to index and store the documents. The unique barcode index field locates the transaction in the creditors’ ledger and extract the additional indexing information for that particular record in DocuWare. Invoices are then transferred to the correct person for approval where an electronic stamp is applied to (also adding a job number to the relevant field) and then automatically transferred back to the accounts department for payment. The individual users can therefore rely on receiving their workload electronically, and without the need for making numerous photocopies.

Impact #1	The invoice approval process now takes place under complete control of the accounts department.
Impact #2	With the applied DocuWare solution, Jack Tighe Ltd. can count on error-free document storage with no risk of files being misplaced.
Impact #3	The sales invoices together with the payment application that continue to be produced in Excel, are now automatically stored in DocuWare.

Impact #1

The invoice approval process now takes place under complete control of the accounts department.

Impact #2

With the applied DocuWare solution, Jack Tighe Ltd. can count on error-free document storage with no risk of files being misplaced.

Impact #3

The sales invoices together with the payment application that continue to be produced in Excel, are now automatically stored in DocuWare.

Benefit #1	The entire setup only took 7.5 days.
Benefit #2	The accounts department received over 100 invoices by post every day, which had to be sorted based on which Jack Tighe company they referred to.

Benefit #1

The entire setup only took 7.5 days.

Benefit #2

The accounts department received over 100 invoices by post every day, which had to be sorted based on which Jack Tighe company they referred to.

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Overview

Paint: A better Picture of Accounts Due

Operational Impact

Quantitative Benefit