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Datel, a UK Sage software partner, is saving GBP36,000 a year and has eliminated manual data entry in the processing of purchase invoices, using Version One’s document management and imaging software.

Version One’s systems, which are integrated into Datel’s Sage accounting system and used by 20 authorised Datel staff, are allowing the electronic production, delivery, storage and authorisation of financial documents.

Using Version One’s data capture system, Datel has also eliminated manual intervention in capturing purchase invoice data, and with Version One’s BACS-iP system, payments have been automated.

Using Version One software, inbound documents are scanned and stored in the Version One archive, which is accessible by drilling down through Sage and via Version One’s web browser.

The optical character recognition (OCR) technology intelligently captures key data from purchase invoices and validates this data before it is uploaded to Sage, cutting manual data entry.

Once imaged, documents requiring authorisation, such as purchase invoices, are automatically emailed around the organisation for approval by the relevant managers before being paid using BACS-iP.

Outbound documents such as sales invoices, remittance advices and statements are produced electronically with Version One’s form software, and are then automatically delivered via electronic mail or automated fax, cutting stationery, printing and postage costs.

Paul Crompton, sales director at Datel, says: ‘Since implementing Version One’s software, we have experienced cost savings in excess of GBP36,000 per year as a result of cutting the amount of paper we produce, circulate, store and post.’ Datel is enjoying faster payment processing as a result of improved purchase-to-pay efficiency, and instant access to imaged documents is also enabling authorised staff to ‘self-serve’ without having to trouble the finance department.

In addition, by cutting paper use, Datel is supporting its environmental agenda.

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