Jones Lang LaSalle wanted to upgrade its Property Management Accounts Payable process in order to reduce paper flow as well as to improve efficiency and process transparency. With the accounts department already handling more than 100,000 purchase invoices each year, streamlining the way that they were tracked and authorised was a major priority as the existing manual methods were time consuming. This was becoming increasingly important as the company’s business continued to grow. Jones Lang LaSalle also wanted to make the process of paying invoices more efficient and eliminate unnecessary delays or duplications.
After evaluating potential solutions, Jones Lang LaSalle asked Azets Document Solutions to design a solution that would integrate with its existing ERP system and automate the accounts payable process. To achieve this, Azets Document Solutions conducted a number of technical workshops attended by Jones Lang LaSalle’s IT and AP teams, in order to develop an interface to achieve interoperability with the existing Tramps property management and accounting system. After carrying out a successful proof of concept exercise, Azets Document Solutions then proceeded to the deployment phase of the project.
The complete solution was deployed in just two months and all invoices are now shipped to Azets Document Solutions for processing. Using high-speed scanning systems in conjunction with powerful data capture software, Azets Document Solutions can rapidly process high volumes of documents automatically capturing all relevant invoice data from paper-based as well as PDF and XML formats.
Processing is carried out according to pre-deter-mined business rules and all data is automatically uploaded onto a secure online repository that uses mirrored web servers situated at two separate locations to provide the highest levels of service resilience and data security.
This data is available for immediate online access by Jones Lang LaSalle’s accounts department and authorisation requests are automatically emailed to individual property managers who approve and code each invoice to update the system. If any invoicing problems are found, they are returned to the accounts department as exceptions for special handling.
Automating the approval process in this way has eliminated the need to send hard copies of invoices to individual managers and enabled suppliers to be paid in a timely manner. It has also provided complete transparency of the progress of invoices from receipt through to approval. As well as helping to speed up the resolution of supplier queries, the solution does allow suppliers to check the status of their outstanding invoices online. This can have the impact of significantly reducing the number of calls to the accounts department.
Azets Document Solutions makes business processes more efficient via digital transformation. With over 30 years of experience delivering document capture (physical and electronic), processing and data extraction services to a wide variety of organisations and businesses in the UK and the Nordics.
Our dedicated and experienced team will outline the options that best ﬁt your requirements.
Tel: 01992 801860 | Email: ADSinfo@Azets.co.uk
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