| > | | | | Where associated documents are in the system, |
| | | | these are stored in the same file alongside |
| Accounts payable is just one area of office | | | | invoices so they can be located quickly and easily. |
| management where problems arise because of | | | | Access can be gained from other systems, in |
| the sheer complexity of transactions, and the | | | | which case folders and documents are displayed in |
| vast amount of paperwork that is generated. | | | | a standard Web browser. |
| A disproportionate amount of time and | | | | Invoice approval is integrated with the rest of the |
| administrative resources is consumed just getting | | | | accounts payable process, and invoices can be |
| invoices approved for payment. The problem | | | | accessed via systems like SAP or JDE. |
| becomes compounded when invoices are lost | | | | TokOpen in action — a case study |
| when being circulated for clearance and even | | | | TokOpen is currently being used by a major |
| more time is then lost in the retrieval process. | | | | Japanese multi-national, with multiple office |
| Typically these documents include purchase | | | | locations in the UK. One office processes purchase |
| invoices from suppliers, sales invoices to | | | | invoices for all the other offices in the UK, and |
| customers and purchase orders generated by | | | | they are initially processed using the Oracle |
| customers. | | | | Financials system. For all new invoices, a barcode |
| Even if missing documentation is successfully | | | | is generated and attached to each document. |
| recovered from the system, the delay will have | | | | An Accounts Clerk then scans all documentation |
| caused major inconvenience. If it is not | | | | into TokOpen. This is carried out from a dedicated |
| recovered, the effects on business are routinely | | | | scanning and indexing workstation, using TokOpen |
| disruptive, and in extreme cases, disastrous. | | | | Sorting Office. |
| TokOpen is a powerful document management | | | | All documents are stored here and then uploaded |
| and workflow software solution that goes far | | | | on a daily basis to the TokOpen server, which is |
| beyond conventional document capture and | | | | at another UK office location. Sorting Office reads |
| storage. Uniquely flexible, the package allows | | | | the barcode and then looks up the original data in |
| systems to be configured to meet | | | | Oracle to extract additional index data such as |
| customers’ specific needs. | | | | invoice number, supplier number and site code. |
| How TokOpen works | | | | Standard browser access |
| Automated data entry allows invoices to be | | | | Most documents are retrieved via the |
| scanned, indexed and stored in the system, | | | | users’ standard Web browser, using |
| avoiding time-consuming manual entry. Automated | | | | TokOpen Web, and a total of 260 staff use this |
| reading can take two forms: either header reading | | | | means of access. A restricted number of users |
| (reference number, client name and amount); or | | | | also have access to the TokOpen Desktop, and |
| full line item reading. Alternatively, invoice | | | | access is provided to individuals based on an |
| information can still be entered manually if | | | | approval hierarchy. |
| required. | | | | Invoices are handled using an efficient electronic |
| Once in the system, invoices are electronically | | | | workflow process. Once scanned, Invoice Status |
| routed through a workflow process that includes | | | | is set to Invoice Received. TokOpen ensures that |
| notifying all authorised staff when an invoice is | | | | users can only view documents that have been |
| waiting for their approval. Online reports are | | | | assigned to them in a particular workflow. |
| automatically generated where invoices awaiting | | | | A strict authorisation hierarchy is in place, based |
| approval are delayed or missing. These reports | | | | on the size of the invoices being handled. So if a |
| are configurable, so they can be set up to cover | | | | member of staff attempts to authorise an invoice |
| other factors critical to successful payment | | | | that exceeds their authorisation limit, TokOpen |
| completion. | | | | automatically routes it to a staff member at the |
| Internal security is built into the system, and | | | | next authorisation level. This continues up the |
| access controls ensure that only authorised staff | | | | authorisation hierarchy until the invoice reaches a |
| can open invoices or related documents. Audits | | | | member of staff who has had clearance to sign |
| are automatically maintained on all documents as | | | | off that invoice value, and payment is completed. |
| they progress through the system, so each time | | | | TokOpen brings together powerful and efficient |
| they are accessed or amended, time, date, | | | | document management, with easy-to-use, |
| identity and activity details are logged. | | | | Web-based access. |