Many organisations are now considering scanning their
purchase invoices as a more efficient way of processing and storing them in
Companies involved in manufacturing goods often have a large
volume of supplier invoices to handle as they purchase components or substances
which are required for the manufacturing process from a wide range of
suppliers. Surprisingly, in this electronic age, a large percentage is still
received in paper format.
The quickest and easiest way to deal with paper copies is to
convert them into electronic format by having them scanned. This can either be
done in house or by outsourcing the work to a document scanning bureau. If
resource is an issue, a scanning bureau is the answer. They will usually
arrange for collection of the invoices either daily, weekly or monthly and then
carry out the scanning of the paperwork using an experienced team of scanning
The paper copies will be scanned and indexed and delivered
electronically to a client server using a secure web link. Processing can then
begin on screen and using workflow, the invoices can be passed around
electronically for approval. A Service
Level Agreement can be put in place with the document scanning company to
ensure that the work is completed within a specific period of time.
Post scanning, the paper copies can be retained in the
bureau for an agreed period of time after which they will be confidentially
destroyed. As the invoices have been scanned there is no need to keep the
original copies so savings can be made on storage space and time spent filing.
For further information on scanning purchase invoices please
click here or call The IPC Group on 08081 45 46 47.