Cabot had a strong relationship with their IT vendor and Authorized DocuWare Partner who recommended the document management solution DocuWare because of its flexibility and ability to easily integrate with third party systems. As a first step, the company decided to digitally store voucher packets containing an invoice, accompanying back up documents such as work tickets, spread sheets and the pay voucher sheet generated by the accounting system.
Initially, completed invoices and accompanying documents were mailed to the corporate office for filing. This process was time consuming, costly and every so often a document shipment was lost. In addition, looking for a specific piece of information in these packets was long and labor intensive
With DocuWare in place, accounting documents are now easy to access and submit. Invoices continue to be processed the same manner as before; however, now a barcode of the voucher number is added to the voucher sheet and used as a cover sheet to indicate the start and stop of each packet. Cabot decided to outsource the scanning and indexing of their voucher packets to their Authorized DocuWare Partner. Utilizing a data file exported from Cabot’s accounting system and the barcoded voucher number as a match code, the documents are scanned, indexed and electronically stapled into virtual packets. The document images and index information are then sent to Cabot and imported into their onsite DocuWare system. The process has evolved and today most of Cabot’s vendor invoices are received electronically and easily transferred from Cabot’s invoicing system to DocuWare.
“DocuWare ties our accounting system, invoicing program and supporting documents together in one solution. The integration was amazingly easy,” commented Molly Malone, Manager, Systems Analysis and Programming.