Purchase Invoices

Issue 

An Electrical Wholesale Company used to scan their own Purchase Invoices. They had limitations for retrieval as the documents were only referenced by a batch number. All requests for copy invoices were centralised and came to Head Office and were distributed by fax and post causing long delays. The hardware was overworked and worn out, so there were additional problems with reliability and staff confidence issues. The Software was no longer maintained and was deemed too expensive to upgrade.

Solution 

Quantor provided a bureau solution giving a daily 24-hour turnaround scanning service. Once the invoices are scanned they are referenced by a unique number and uploaded into a secure database. Registered users anywhere in the country can access the fully automated email system called “SearchByMail”, performing their own searches and receiving the results back in seconds. The only software the users require is an email account and a PDF viewer.

This solution has meant that there was no need to re-invest in new hardware and software, the time to retrieve an invoice is now measured in minutes, rather than hours or days and staff time at head office has been freed to do more productive tasks.