The concern Jack Tighe Ltd. had prior to introducing DocuWare was the multitude of invoices that needed to be processed every day. The process they were using was cumbersome. Purchase and sales invoices, remittance advices, supplier statements, just to name a few, all had to be individually photocopied and distributed. Numbers had to be manually assigned, stamps needed to be applied and then returned or transferred to other departments.
The accounts department received over 100 invoices by post every day, which had to be sorted based on which Jack Tighe company they referred to. A manual stamp was applied to the invoices and information annotated such as time, date, invoice number, gross net value, VAT and a cost code. The invoices were then entered into the accounting programme, stamped as “posted“ and then sent to the buyer for authorisation, who would also pass some on to his assistant buyer, or to the finance director. The buyers typically updated their project data sheets, added a job number onto the invoices, and then passed those back to the accounts department. During the regular update of the accounting programme, all invoices and files updated automatically as well.
In addition, about 150 sales invoices needed to be produced in any one day. The invoices were typed into Microsoft Excel by entering relevant information into templates set up for the different customers. After creating the sales invoices, an invoice number was assigned from and was then copied as it was printed. One of the copies was sent to the customer, one copy went to credit control for the ledger where it was filed numerically. The third copy went to a job file. Whenever remittance advices and statements from suppliers were received, they were filed in alphabetical order under different files such as credit control or customers names. Whenever a customer called to check on the status of his payment or order, files had to be physically carried to the desk. Only after searching for the relevant statements could the customers be called back and their queries be answered.