Case
Study 1
- Invoice processing
Problem
Invoices
required authorisation from Budget Holders who were spread across the country.
Copy invoices were sent but they was a delay in the authorisation being
received. Suppliers were phoning to chase payment and Accounts staff were unable
to inform them when payment would be made. Finance was blamed for the delay but
couldn't show where the delay was really being caused.
Solution
Invoices
are scanned as received, coded by Accounts and routed to the Budget Holder. An
email is sent to the Budget Holder to inform them an invoice is awaiting
authorisation. The Budget Holder signs in, views the invoice, can view all
other invoices for this supplier, authorises it on-line and routes it back to
Accounts. The data is posted to the Accounts system. The date received and the
date and time sent and returned by the Budget Holder are automatically recorded.
Bonus
Invoices
were processed within the agreed timescales and the Finance Director was able to
identify clearly where any delays were caused by Budget Holders.