Electronic Accounts Archiving

In 2002, a national engineering service company decided to replace a paper-based system for filing supplier invoices with an electronic archive run from a network drive, backed up with CD-ROMs.

Castle Document Management supplied a scanning service for monthly invoice batches, returning the scanned documents set in a searchable database.   Key field data was supplied by the client in the form of a csv text file, in order to ensure accuracy and to minimise keying costs.

In 2004, the archive was transferred to the Castle web site, which then became the primary point of access to supplier invoice data, with the CDs as back-up.   Unauthorised invoices are currently scanned to the web database weekly,  where they can be authorised on-screen at a number of regional offices with the appropriate permissions. 

Authorising details are consolidated into a text file which is then used to update the central purchase ledger system, and facilitate payment as necessary.