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Financial Case Study

The Situation

An Arizona Construction company was maintaining all of their Accounts Payable documents on paper. The current and the previous year were kept in the Accounts Payable Department. Each Wednesday the company cut checks for invoices received. They were reviewed and approved on Thursday and mailed out on Friday. The problem they had was after the checks were approved for mailing, someone would have to file all the check stubs along with the support documents. The file cabinets held the Accounts Payables records by company in alpha sequence. Filing each week’s checks took a lot of time and would usually not be completed at Friday close. On Monday, companies would call with questions about the checks they received. Since some or none had been filed, to locate the information to respond to their vendors was never timely. To research where the check stub was and to call back the vendor with the requested information was taking way to much time. It not only took employees away from what their primary job was, which is to process new incoming invoices, but also didn’t help promote a good relationship with their vendors.


The Solution

To pick up each Friday morning before 8AM all Accounts Payable check stubs with support documents that had been approved the previous day for scanning. Create a database of each check number and all other fields by which payment of an invoice may be requested. This database would be created by using a match and merge process with the companies check processing software to populate the other fields in the database. Allow for the scanned images of checks and database to be electronically downloaded directly to the customers network server each Friday PM. Provide a 5 user concurrency license of Optiscan eVista™ Document Management software to manage the database and display the images only for employees authorized to see the Accounts payables files.


The Benefits

  • Greatly reduce the labor cost to manage and alphabetically file check stubs and support documents.
  • Immediate access to any paid invoice being questioned
  • Much improved vendor relations
  • No more purchasing of additional filing cabinets.
  • Paid invoices are no longer lost or mis-filed
  • Disaster recovery back up of all paid invoices
  • Gained space where two years of filing cabinets were for additional staff.

*This company has since added additional applications to be scanned and has increased their Optiscan™ eVista Document Management concurrency to 10 users.