Exciting new Apprenticeship opportunities with Digital Mailroom Ltd working in the fantastic environment at Bowcliffe Hall in Bramham
Exciting new Apprenticeship opportunities with Digital Mailroom Ltd working in the fantastic environment at Bowcliffe Hall in Bramham
The Digital Mailroom Ltd Purchase Invoice Automation solution for SAGE is cost effective, easy and fast to implement and will provide your organisation with an immediate return on investment.
You simply scan paper invoices or forward emails with pdf invoices attached to your Digital Mailroom (DMR) account. DMR turn your invoices into data and send you a file that you can simply import into Sage to create the purchase invoice entries at line level detail. It has never been simpler or faster to get purchase invoices processed in Sage. All of the invoice images are available for archiving, either in a folder on your server or PC or you can use the DMR Web Archive if you want a little more archiving functionality.
The image below shows the basic process flow;
Incoming invoices are transferred to Digital Mailroom by the most appropriate means:
DMR will extract the required information from incoming invoices:
On a regular basis, the following supplier master data from SAGE can be provided in simple reports:
Reference data (Supplier Master) will be used to code the incoming invoice, including Supplier Code, Nominal Code, Cost Centre, etc. Where this can be automatically allocated based on existing data, this will be done automatically. All invoices will then need to be approved, if they are not defined as pre-approved prior to submission. This can be done simply by running through the output Excel data prior to import into Sage.
Incoming invoices are checked against the DMR Master Creditor file and a mapping table is maintained which links DMR Master Creditor ID to the Supplier ID in the customers SAGE system.
Invoices are checked in the DMRBack Office system for validity.
Invoices that do not pass the system verification checks or that contain system identified errors are passed to the DMR Verify operators who will look at the invoice on screen and correct any errors or pass the invoice to a supervisor queue for further processing or rejection.
Data files for approved invoices will be provided, in whatever format simplifies onward processing, for import into the customers SAGE system. Most versions of Sage support a simple Excel file import. This is the quickest, easiest and most cost effective way to get started with Purchase Invoice Automation for Sage.
Invoice image files will be provided, referenced appropriately, for archiving using local folders and windows explorer or where appropriate into an existing document management system, or the DMR Web Archive.
DMR also provides a simple to use web based archive for retrieval of processed invoice images. Lots of our customers find this very useful as it;
In most implementation users find the appropriate invoice image by using the tracking number that is posted in the Other Reference field in Sage and using this to search (using windows explorer) for the invoice image. Supplier invoice number etc can also be used.
DMR can provide tighter integration with Sage, where invoice images are automatically archived in the appropriate memo tab in Sage, however this is not part of the standard service and needs to be scoped and quoted separately.
For more information about automating purchase invoice processing for SAGE please contact us by email, or telephone +44 (0) 845 604 6351 or even pop in and visit us at Suite 5 Bowcliffe Court, Bramham, Wetherby, West Yorkshire LS23 6LP
According to research and analysis group, Gartner, typically the cost of processing an invoice in the UK averages between £4 and £25, and in some cases even up to £50, per individual invoice.
It isn’t easy to obtain this data, and around one third of all companies are not able to determine the amount of this cost, according to a survey last year.
The data from a report last year shows that the cost of invoice processing using procedures without automation tools can be up to 20 times higher than processes which are highly automated.
Businesses of all sizes are losing money and customer reputation due to slow and erroneous payment and collection processes, and yet ACCOUNTS PAYABLE staff are still hampered in their efforts by manual processes and poor access to all of the related documents.
Moving to paper-less systems for Accounts Payable processes can make rapid and substantial cost savings, along with management benefits of improved cash management, increased visibility and simpler approval and matching.
When AP and AR functions are automated, this translates to:
These results are, obviously, persuading an increasing number of companies of all sizes to talk to Digital Mailroom Ltd about the possibilities of automation.
The two examples below are based on real case studies of the impact, before and after for two Digital Mailroom customers.
The first example is an organisation that processes on average 750 invoices (1000 invoice pages) per month and had 1.5 full time equivalent staff members processing purchase invoices.
The second example is from a larger organisation that processes around 3000 (4000 invoice pages) purchase invoices on average each month and had 6 full time staff processing purchase invoices.
Besides the significantly improved service delivery times you can see that the bottom line impact to be made from automating purchase invoice processing in organisations of all sizes is considerable.
For more information about how to approach the automation of Purchase Invoice Processing contact Digital Mailroom Ltd by email or call us on +44 (0) 845 604 6351
Integration with Digital Mailroom breaks the barriers of commercial prejudice in communication between software houses. Using the service has released resources into more productive areas within CTS – and our customers’ businesses – and saves us all a chunk of operational expense.
Using Digital Mailroom to automatically process customer orders received by email allows us more time for speaking to customers and developing new business.
Solutions provided by DMR
Digital Mailroom worked with CTS and their business system provider ECi to automate the processing of sales orders into their Horizon system.
Orders received from customers as PDF files attached to email are converted into opXML and automatically processed into Horizon within minutes of being received.
Managing higher volumes of sales orders, more quickly, more accurately and with less cost
A large number of CTS reseller customers find it easier and more cost effective to email their orders to CTS as PDF documents, created in their own business systems. Manually processing, at times more than 300 of these orders a day, was extremely time consuming and CTS were looking for an innovative way to improve this business process. Account managers were not getting enough time to work with customers to deliver the levels of service that CTS wanted.
CTS knew there was a better way to process sales orders than manually keying every order. When they discussed this business issue with ECi, the supplier of their business system Horizon, ECi recommended CTS speak to Digital Mailroom. Digital Mailroom work closely with ECi to provide an automated solution integrated with Horizon.
Sales orders received by email are now automatically converted into data and orders are created in Horizon without the need for manual inputting. The sales order processing service turns PDF orders into data and makes the data files available for Horizon to process within minutes of the orders being received.
As a result of automating the processing of sales orders CTS have been able to;
Manual processing of orders has reduced by more than 50%and is still improving.
Digital Mailroom is like having an extra member of staff that scales up the volume of work they can complete with the business as it grows, the time and cost savings have made a real positive impact to the sales team.
This service is available for Office Supplies Dealers to enable the reduction of order inputting time, improve efficiency and reduce costs.
For more information about CTS please contact Ian Randell at CTS Toner Supplies Limited Trentbridge Farm | Yoxall | Staffordshire | DE13 8NJ | Phone: +44 (0) 1543 474920 | Email: IanR@ctstonersupplies.co.uk
For more information about Digital Mailroom and other DMR services please contact us at The Barn, Hall Mews, Boston Spa, Wetherby, West Yorkshire, LS23 6DT | Phone: +44 (0) 845 604 6351 | Email: firstname.lastname@example.org
This article describes how the DMReMail Submission manager works and how to use it.
The NEW DMReMail Management System allows you to submit any invoices received from your suppliers, by email, to Digital Mailroom for automated processing. Emails received from suppliers that contain invoices and supporting documentation, like POD’s and CMR’s, can be auto-forwarded to your Digital Mailroom AP account for auto processing. You can also manually forward selected emails to this account.
A lot of the time you have no control over the format or order of invoices and supporting documentation sent to you by suppliers. But very often your customers will demand that proof of shipment or delivery documentation be submitted to them in a specific format before they will pay. This is where the DMReMail Submission Manager is designed to help.
Using the DMReMail Management System your purchase invoices and supporting documentation can be easily sorted into the correct order for automating Accounts Payable processes as well as automatically separating purchase invoices, CMR’s, POD’s and other supporting documents so that they can be sent to customers in the format and file structure required. This service will also vastly enhance your use of DMR Accounts Receivable Automation Services.
The DMReMail Management System works in conjunction with other DMR services to provide a fully automated Accounts Payable and Accounts Receivable Automation Service. Other services like POD and CMR Masking are also available.
For more information on this service please contact us, or if you would like to know more about how the service works please visit the How DMReMail Submission Manager Works http://www.digitalmailroom.ltd.uk/blog/?p=423 post.
“We were working from 7 o’clock in the morning and Sundays to get all our invoices processed manually. Now we only have to deal with around 6% of invoices and even those are automatically filed.
Strategically our focus can now be on more critical tasks like credit control. Definitely more people would have been needed to cope with growth. Our service levels to customers and the business have also increased.“
Andy Williams Accounts Manager Espace Global Freight Ltd
“We see DMR as our closest business partner and their “can do” attitude has really helped Espace. We just know that our ideas are going to be looked at and things will happen. That’s what we like! We would never go back to the way we were.”
Helen Crooks Managing Director Espace Global Freight Ltd
View the full version of this video on our YouTube channel.
Solutions provided by DMR
Digital Mailroom worked with Espace and their freight forwarding system provider Multifreight to automate the processing of purchase invoices received from suppliers as well as the sending of sales invoices. Associated tasks like masking PODs and CMRs and linking them to sales invoices were also incorporated into the project.
Managing higher volumes of purchase and sales invoices with less cost and more flexibility
Espace started implementing the DMR purchase invoice automation service in June 2012.
The service is integrated with their freight forwarding software package (Multifreight) which means all invoices are automatically matched and posted to their estimated costs for the job.
Invoices are archived electronically for easy reference and viewing by operators and accounts staff.
Paper invoices are scanned to a dedicated network folder and along with invoices received in electronic format (email, PDF, EDI or XML) they are automatically submitted for processing using DMRLink.
PODs and CMRs sent with purchase invoices are separated from the invoice, masked where necessary (using the DMR masking service) and automatically associated with the relevant sales invoice.
Sales invoices are then transmitted to the customer electronically either with or without the PODs and CMRs depending on how the customer wants to receive them.
Espace are now able to trade totally electronically in the most environmentally friendly way.
As a result of automating the processing of purchase invoices, sales invoices and their associated documents Espace have been able to;
Savings are estimated at around £40k per annum through staff productivity.
DIGITAL MAILROOM LTD | The Barn, Hall Mews, Boston Spa, Wetherby, West Yorkshire, LS23 6DT | Phone: +44 (0) 845 604 6351 | Email: email@example.com
Despite strong lobbying from the Freight Transport Association (FTA) and other bodies the Port of Felixstowe have confirmed it will be going ahead with the charge for booking peak period slots for vehicles under its Vehicle Booking System (VBS).
The Port of Felixstowe, which handled 42pc of total UK container traffic in 2012, are justifying these costs and recently commissioned a study by consultants MDS Transmodal, the outcome of which it contends, shows Felixstowe is still a more cost-effective option.
The costs will no doubt need to be passed on through the supply chain to be recovered from the ultimate customer, resulting in additional administrative burden and costs for hauliers and freight forwarders.
At Digital Mailroom we are not in a position to influence POF to remove these charges, however we can help logistics companies, hauliers and freight forwarders reduce the costs involved in processing invoices they receive from the port.
The Accounts Payable Automation Service from DMR enables invoices to be automatically processed into business systems. Container charges at line level can be matched with costs and estimates, enabling individual charges to be accurately passed on to customers, with almost no manual intervention. Invoices are also securely electronically archived removing paper from the office.
For a limited time only Digital Mailroom are offering a Free two week trial of this service to Hauliers and Freight Forwarders that process Port of Felixstow invoices.
Are you finding EDI trading requests confusing, costly, complicated and time consuming? The Multidox eDI Service from Digital Mailroom could help you improve efficiency, save time and cut costs…
The complication, confusion, cost and inefficiency of approaching EDI requests from every trading partner as a separate project is now a thing of the past. Multidox EDI is an easy to use web based solution for managing the conversion of customer and supplier EDI messages. Easily turn your customers EDI instructions into Jobs in Multifreight and send them EDI invoice messages in the format they want to receive them straight from Multifreight. Multidox EDI is the ideal solution for all freight forwarders and logistics providers who do not want the cost or hassle of setting up complex EDI solutions and capabilities in house.
If you have been avoiding requests from your customers or suppliers to transact with them using EDI or XML messaging then the Multidox EDI service from SCS and Digital Mailroom may just be the answer. Electronic trading can help you remove significant costs from your business, speed up processing and put you way ahead of your competitors.
Digital Mailroom connects to Multifreight and converts incoming EDI or XML messages into the format needed for processing in Multifreight. The service will also convert any messages you send from Mutifreight into any format your customer or supplier wants to receive it in. The Multidox EDI service is excellent value for money and will give you an immediate ROI. There are no costly or time consuming implementation requirements. Set up fees are as low as £250 and the monthly service fee starts at £55. This really is the best EDI solution available for Multifreight users.
Convert any EDI format for which a specification exists and translate it into any other EDI format for which a specification exists. Tell us the format and we handle the conversion.
Improve efficiency and reduce costs