Invoice Authorisation Goes Electronic

1
Invoice Authorisation Goes Electronic
2
Introductions
Version One Sarah Harding Channel Account
Manager Hertfordshire Partnership NHS
Trust Catherine Hughes Financial Services
Manager
3
Presentation Agenda

• Introduction by Version One
• Presentation by Hertfordshire
  Partnership NHS Trust
• Live demonstration
• Questions Answers

4
Who are we?

• Version One Limited
• Established 1989
• Successful, growing software author

What do we do?

• Integrate advanced document management
  functionality with core business systems
• Work closely with software vendors and resellers

5
Customer Perspective

• "As a result of using DbArchive, our customer
  satisfaction levels have more than doubled

Martin Bate Finance Director Attwater Sons Ltd
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Customer Perspective

• "DbArchive has revolutionised our accounting
  practices. and assisted in making savings of
  over ½M per year

Mark Knight Financial Controller Johnston
Publishing Ltd
7
Version One Product Suite
External communications
Internal communications
8
Hertfordshire Partnership NHS Trust Presentation
Catherine Hughes Financial Services Manager
9
Background / Overview

• Process 40K invoices per year estimated 200K
  paper flow
• Electronic archiving was first step to going
  fully electronic DbArchive
• Manual keying onto Sage purchase ledger
• In excess of 75 sites spanning the whole of
  Hertfordshire
• Purchase Invoices manual approval for payment
• Paper Chase
• Time consuming
• Delays in payment of invoices

10
Solution

• VersionOne additional modules
• DbCapture
• DbAuthorise

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Benefits

• Purchase invoices can be tracked at every stage
  of the authorisation process
• Reducing lost in post scenario
• Easier to chase invoices requiring payment
• Easier to handle supplier / Budget Holder queries
• Turnaround time of invoices dramatically reduced
• Meet government targets to pay all NHS invoices
  within 15 days and non-NHS invoices within 30
  days
• Avoid penalties under The Late Payment of
  Commercial Debts (Interest) Act
• Increased efficiency effectiveness of Finance
• Benefit all Authorised Signatories by
  significantly reducing paper flow, and reducing
  the time spent on invoice authorisation

12
Overview of system
Purchase Invoice
Checked (for valid invoice, copy check and
Authoriser name)
Scanned
DbCapture
DbAuthorise
Authorised Signatory
Sage Finance System
Management Accounts
Payment
13
DbCapture

• Purchase Invoices are scanned in bulk
• DbCapture recognises supplier by Optical
  Character Recognition (OCR) of VAT no / company
  reg / charity no
• For a given supplier, DbCapture is taught where
  to pick up the data for invoice details i.e.
• Invoice number
• Invoice date
• Net / Gross Values etc.
• Drop-down list available for Accounts Payable
  Team to choose Electronic Route for invoice to
  be sent on DbAuthorise
• Invoice image is also automatically archived to
  DbArchive

14
DbAuthorise

• Purchase Invoice is sent on route selected on
  DbCapture drop-down menu
• Routes can be tailored to suit the requirements
  of a particular Budget Holder
• DbAuthorise inboxes for individuals are
  accessible through the intranet
• Each individual on a route can receive an e-mail
  notification to check their inbox when there are
  new entries
• Accounts Payable have a Management Console
  list of all outstanding invoices
• Reminders can be sent to current owner of
  invoice
• Invoices can be flagged as in query with
  comments that are viewable by Finance

15

Live demonstration of system
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Benefits

• Purchase invoices can be tracked at every stage
  of the authorisation process
• Reducing lost in post scenario
• Easier to chase invoices requiring payment
• Easier to handle supplier / Budget Holder queries
• Turnaround time of invoices dramatically reduced
• Meet government targets to pay all NHS invoices
  within 15 days and non-NHS invoices within 30
  days
• Avoid penalties under The Late Payment of
  Commercial Debts (Interest) Act
• Increased efficiency effectiveness of Finance
• Benefit all Authorised Signatories by
  significantly reducing paper flow, and reducing
  the time spent on invoice authorisation

17
Questions Answers
18
More Information

• Version One Exhibition Stand
• Prize Draw
• Information Packs