NCH, the leading children's charity in the UK, has restructured its accounts payable (AP) processes with Version One's document imaging technology, DbArchive.
The imaging product, which is integrated into NCH's OpenAccounts eFinance system, should allow NCH to electronically store 180,000 documents every year.
NCH has around 500 project teams which work with over 178,000 children, young people and their families across the UK. Historically, these teams' AP documents, including purchase invoices, staff expense forms, mileage claims and petty cash forms, were processed at NCH's headquarters and then stored in onsite filing cabinets for the first couple of years.
Older documents were archived on an offsite warehouse facility and any AP queries involved time-consuming location and retrieval procedures and then obtaining approvals via fax or post. The process was susceptible to mailed documents being lost in transit and was governed by delivery times.
'Before Version One's technology, obtaining approval of an AP document and resolving an invoice query were both long and tedious processes.
'These processes were also extremely costly in terms of fax and postage charges as well as staff time, and as a charity, these overheads were totally unacceptable,' said Paul Addington, NCH finance change programme manager.
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