Accounts Benefits

Online Access to documents

Directly from your existing systems providing staff with a single point of reference. From the original purchase order raised by your own systems, the delivery note, purchase invoice, correspondence and other related documents such as emails are all stored within the same electronic file. Full security is enforced ensuring only those folders and documents you are permitted to view are presented.

Deployment and training costs are minimized using standard web browsers to search for and display documents. These document management systems help towards reducing debtor days and improving customer service standards enabling staff to resolve queries quickly and online. By enforcing central control the Business can implement more effective disaster recovery processes and enforce legal compliance enforcing how documents are managed.

Streamline the Purchase to Pay process

Removes the paper chase and ensures only invoices where goods or services have been received are paid for. TokOpen's workflow system mimics your existing paper process removing the need to photocopy and distribute copies of invoices. The workflow can be customized allowing staff to approve, reject and place on hold individual line items within an invoice. Annotations can be added to invoices at any time to explain why an invoice action was performed, i.e. rejected, providing Finance with more information when dealing with suppliers.

This information along with the workflow status can also be passed directly to your Finance system. Staff are alerted to invoices they need to approve without having to be logged into TokOpen thereby minimizing your System cost. These Systems have provided Finance Departments with greater visibility and control of the invoice approval process supported by TokOpen's online reporting ensuring issues are identified quickly to avoid them turning into problems.

Streamlined Accounts receivable process

Providing Credit Control with online access to both the Sales Invoice and the associated proof of delivery documentation. Where queries or disputes arise, staff have the facility to email documents directly from their workstation. When suitable, the Systems can also be extended to customers providing secure online access to only the documentation relating to that customer in order to reduce your own administrative overheads chasing payment.

These Systems have a track record of significantly reducing debtor days as well as your own administrative overheads collecting payment. The Systems can also be extended to automatically match a customers' Goods Received Notes with your own Delivery Notes, alerting Credit Control to discrepancies ensuring the sales invoice issued corresponds to the goods the customer has accepted delivery for. (See our Case Study of Dairy Crest)

Streamlined debit control process

Where customers issue contra invoices (debit notes) for services delivered. The System's workflow is used to ensure the debit notes are debited against the correct sales invoice. These document management systems help towards further reducing debtor days by providing staff with online access to all documents relating to a transaction ensuring the correct payment can be collected on time.

For more information on any of our document management software products or services please call +44 (0) 1908 366 388 or click here to complete our online enquiry form.