Purchasing and Accounts Payable
According to Tinsley, processing finance documents electronically has been an enormous time-saver for
“Before Doc e Serve and CSI, we were handwriting our purchase requisitions on these pre-printed forms in the Finance office,” says Tinsley.
“Anyone who needed to purchase something would have to come to the Finance office, pick up the pre-printed form and fill it out by hand. Then they’d have to send the form back to our office, where we would have to re-key the data into an old software application.”
“The [old] software had no link to any other application or archive folder. We would then print the form, fax it to the vendor, copy it, and file it into a physical folder. There was no way to even see in the old software if there was a corresponding purchase order; we’d have to get up and physically search for the file, if we were lucky enough to find a note in the system,” says Tinsley.
Now, with Doc e Serve, users can simply print their purchase orders from CSI, and electronically send the document to the Finance office for approval. The requester and the approver can send any necessary copies, and upon approval the purchase order is also printed.
“When we start scanning old records we will be able to take advantage of even more that Softdocs has to offer,” says Tinsley.
“We will be able to electronically access any of our finance documents without having to dig through physical files. Everything we process in the future will be automatically filed and indexed in Softdocs, and will allow us to automatically match purchase requisitions to their corresponding purchase orders, invoices and checks."
In addition to the purchasing processes, many other functions of the Finance office have been simplified with the addition of Doc e Serve. As part of Habersham County, Tinsley’s office is tasked with managing local business licenses and occupational taxes.
“We were using Microsoft Excel to manage this huge amount of data before,” says Tinsley. “All of the information we needed was in a spreadsheet, and we would copy and paste the mailing address and other important information into our documents. Everything from bills, payment receipts and actual licenses depended on the information we could get from this spreadsheet. It was very easy to make mistakes.”
As bills, receipts and business licenses are printed from CSI, Doc e Serve monitors the print queue and pulls the print data into a clean, customized document. Copying and pasting has been eliminated, as well as the possibility of numerous mistakes.