North Carolina Municipality Reduces Man Power by Streamlining City Departmental Transaction Processes with Integrated Document Management by Altec
Laguna Hills, CA (PRWEB) November 20, 2013 -- Altec Products, Inc., an expert in enterprise document management and workflow solutions, announced today that a premier municipality customer, the City of Salisbury, North Carolina, is using doc-link to streamline business processes in their AP department and has plans to expand it into other areas of their business.
Established in 1753, the City of Salisbury, N.C., is the county seat of Rowan County with over 33,600 residents. As a growing municipality, by 2008 the City of Salisbury’s paper monster was out of control. The city’s Accounts Payable department had to manage hard copies of all documentation, and the manpower involved with writing and filing checks every month was affecting the department’s productivity. Employees were scrambling through enormous piles of files when researching past invoices and payments.
Managing the paper trails generated by numerous municipal departments wasn’t easy. Fed up with the constraints of its paper-based AP system, the City of Salisbury decided to install a document management system integrated to their Microsoft GP system. Intent on creating a system by which it could scan, store and access documents in a centralized format, the city worked with its Microsoft GP partner, Cogsdale, and identified doc-link as the perfect software for the job.
Key criteria during the software selection process included a document management system that would enable online check and document imaging, integrate with Microsoft Dynamics GP and create a seamless workflow from PO issuance to payment remittance. The city’s Senior Management Analyst, Mark Drye states, “Knowing that our ERP partner Cogsdale had successfully worked with doc-link in the past was good enough for us to move forward.”
Using doc-link, the City of Salisbury’s AP clerk now scans all paper invoices and distributes them to the necessary departments via email for approval. “The one thing that we absolutely loved was the online approval,” said Drye, “and being able to distribute documents in the appropriate queues for further processing and payment, all with the click of a button.”
With doc-link, the City of Salisbury has saved numerous man-hours, sped up its AP approval process and cut down tremendously on the amount of paper that it has to file. Through the system’s remote connection capabilities, department heads can approve documents from their desks or while they’re on vacation – an automation bonus that wasn’t feasible with the municipality’s previous system.
The municipality’s next steps will be to set up an automated process for check requests and a doc-link expansion that will extend the value of the Cogsdale Customer Service Management (CSM) application, allowing for the viewing of documents from the CSM screens. The expansion will also include customer agreements, contracts and payment agreements for the city’s 20,000 utility customers. “Our goal is to use doc-link as a central repository for all of these agreements which gives us a stable backup of those documents for future management and reference,” states Dyre.
Ryan Cawley, Account Executive at Cogsdale, said, “Several years ago, when we were researching document management systems integrated with Dynamics GP, we made the decision to recommend Altec. Any time we have a customer and document management is required, we include Altec as part of our bid and suggest doc-link as the right system to improve their business efficiencies.”
About Altec
Altec is a leading provider of Integrated Document Management (IDM) solutions to mid-market companies. For more than 25 years, Altec has provided a wide range of accounting-centric paper to paperless solutions including its flagship product, doc-link™, which enables companies to capture, archive, workflow and route structured and unstructured documents to customers, employees and vendors. Altec’s comprehensive solutions include IDM, output management, MICR check disbursement and paper documents that serve more than 13,000 customers worldwide. Altec enjoys strong, collaborative partnerships with ERP solution providers like Microsoft Dynamics GP to provide the most comprehensive, integrated enterprise document management solution. Altec delivers its IDM solutions through a global network of authorized partners in more than 60 countries throughout the Americas, EMEA and Asia Pacific. For more information, visit Altec at the company website at http://www.altec-inc.com. Follow them on Twitter.com/doclinkbyAltec or call April Blankenship at 1-800-997-9921.
April Blankenship, Altec Products, Inc, http://www.altec-inc.com, 949-727-1248 Ext: 1284, [email protected]
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