Outsourced Purchase Order Management

DCS provide a tailor made solution for the automatic handling of supplier invoices, credit notes and other accounts payable information.

Our comprehensive service covers the manually intensive operation of processing purchase invoices, from receipt to payment. Using automated recognition, combined with sophisticated web based invoice approval workflow, DCS operates the UKs highest volume service in this field with over 100 clients and 130,000+ invoices processed each day.

Our service can be totally tailored to suit your own requirements and can cover all or just some of the following processes:

• Mail receipt via a central PO Box – Secure service using a central PO Box registered at our service centre
• Imaging – We use the best Kodak scanners to ensure the highest quality images even from feint dot matrix invoices
• Data Integration - DCS can export data to SAP, Oracle and virtually any other ERP or Accounts system
• Data capture from paper – We use highly automated invoice capture software to extract header and/or line item data at over 10,000 invoices per hour
• Data Availability - DCS can export data to you via secure VPN links
• Data Matching – We can validate data against POs, GRNs and other data to ensure an accurate and precise match
• Coding and approval – Using the worlds most advanced invoice approval software, BasWare, DCS can code invoices with cost centre and department codes and then forward for approval using a simple web interface
• Problem Resolution – DCS can produce exception lists for resolution internally to pre-defined rules or notify the client as applicable
• Storage – We can store your documents online or in paper format for the regulatory minimum 6 years or send back scanned images on CD
• Management Reporting – Reports can be sent to you on a daily basis covering whatever statistics and exception reporting you require
• Per Transaction costs – Billing is fixed on a 'per transaction' basis so you can easily budget

If you would like a free comparison of your 'in-house' vs 'outsource' costs then please call us now on 01753 616720 to arrange a consultation.

Outsourced Invoice processing service

DCS can provide a fully outsourced invoice management service. This can be implemented as a long term trial or as an immediate cost saving solution in order to deliver benefits without any capital expenditure.

The DCS invoice processing service includes:

• PO receipt of supplier invoices
• Receipt of eInvoices
• Scanning of paper original copies of invoices
• Full logging of each transaction
• Cheque cashing and handling service
• Data extraction of both header and line items
• Validation of data for correct values, codes, etc
• Matching of invoices to purchase orders
• Exception handling
• Routing for approval using BasWare as a managed service on DCSs remote servers
• Fully proven integration of remote data with over 75 ERP and account systems
• Full management reports

This outsourced invoice processing service can at a later stage be migrated to the clients own facilities with a phased and managed transfer of invoice processing equipment, system configuration and even staff thereby giving a low cost, low risk project startup.

Invoice processing with Basware or FileStore software

Our invoice processing solutions comprise software from either BasWare or from Tokairo and SWT and allow invoice processing to be speeded up by approx 50%. This has a great impact on reducing accounts admin costs associated with invoice processing and also enables companies to make best use of any time critical payment times which may attract supplier discounts.

These automated invoice processing solutions allow a wide variety of typical invoices to be scanned at the same time and for them to be automatically reconciled against the original purchase order with minimal user intervention or data entry.

The invoice processing systems achieve this by sophisticated OCR and data matching techniques within the BasWare or FileStore software.

Once the data for the invoice has been extracted it can be validated against an existing ERP or accounts system and then archived automatically in the document management database.

Once in the document management database, internal or remote staff can access the documents in a pre defined workflow process to approve, pay and file the documents. This can be accessed from within your ERP system.

Full SAP, Oracle, Agresso and other certified connectors are available

White Papers on Invoice Processing:

Automated Invoice Processing [PDF 118KB]

Relevant Invoice processing links:

• Outsourced Invoice processing service.
• BasWare Automated Invoice processing software. including case studies on how companies have saved money through automating their invoice processing systems.
• FileStore Invoice scanning and management software. including examples of clients that have reduced their invoice processing costs through implementing this software solution.