Anglia Farmers Ltd.
Summary
Anglia Farmers receive centrally invoices for purchases
made by individual farmers. These invoices are filed
in Anglia Farmers Accounts Department and copies of
all invoices pertaining to each farmer are posted to
that farmer at the end of each month. Barry Crossan,
the Administration and IT Manager, was looking for an
inexpensive easy to use document management system to
speed up this process.
About the client
Anglia Farmers is a cooperative buying group for 900
farmers in 20 counties throughout East Anglia and the
Midlands with an annual turnover of £75 million.
The Problem
Anglia Farmers process 14,000 suppliers’ invoices
each month for goods supplied to 900 farmers. At the
end of each month copies of each invoice are sent to
the appropriate farmer and the original invoices are
filed. The volume of invoices and the number of farmers
meant that a rapidly increasing amount of space was
needed to store the paper files and that much time was
taken up with filing and copying them. When farmers
had queries with invoices it was time consuming to find
the appropriate invoice, extract it from the file and
return it.
The Solution
Anglia Farmers installed a network version of 21 user
FILEstream Document Management with one Panasonic KV-S2065W and one KV-S2026C
scanner in the Accounts Department. All suppliers’
invoices are scanned in when received and are indexed
by supplier name, farmer name and date.
At the end of each month invoices are retrieved by date
range and farmer name, printed out and posted to the
appropriate farmers. When farmers or suppliers phone
with queries, invoices are quickly retrieved on FILEstream Document Management
and the queries dealt with immediately.
The Benefits
Barry Crossan considers the following as the main benefits
of installing FILEstream Document Management: -
Considerable space has been saved because filing cabinets
are no longer required to house contract files within
the Accounts Department
Invoices are retrieved more quickly and accurately
Invoices can be sent to customers or internally quicker
More than one person can view the same document at
the same time.
Link to: Case
study 2
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