{"id":11310,"date":"2015-02-11T08:10:04","date_gmt":"2015-02-11T16:10:04","guid":{"rendered":"http:\/\/www.enxmag.com\/twii\/?p=11310"},"modified":"2016-09-15T09:59:59","modified_gmt":"2016-09-15T16:59:59","slug":"sweet-rewards","status":"publish","type":"post","link":"https:\/\/www.enxmag.com\/twii\/the-week-in-imaging-twii\/2015\/02\/sweet-rewards\/","title":{"rendered":"Sweet Rewards"},"content":{"rendered":"

 <\/p>\n

\"paramountDocuware provides Paramount Citrus with a document management system that eliminates confusion over multiple copies of invoices and streamlines the approval process.<\/em><\/p>\n

With multiple locations in California, Texas and Mexico, Paramount Citrus is America\u2019s largest grower that also packs and ships fresh citrus ranging\u00a0from mandarins, navel and Valencia oranges to lemons, limes, and red grapefruit.\u00a0 Paramount Citrus is a subsidiary of the Roll Global LLC family of companies that includes the world\u2019s largest grower of pistachios and almonds as well as consumer packaged goods such as POM Wonderful\u00ae and FIJI\u00ae Water.<\/p>\n

Initial Situation<\/strong><\/p>\n

Paramount Citrus is rapidly expanding through acquisitions of farm land and packing operations. Their entrepreneurial spirit has spurred the company\u2019s growth, but with it has come the growing pains of merging companies, such as establishing set procedures for accounting processes.<\/p>\n

Paramount Citrus\u2019 purchasing department is decentralized and vendor invoices were being received at multiple locations then faxed, scanned or mailed to the central office.\u00a0 The accounting department would frequently receive 4 copies of the same invoice, resulting in confusion and wasted time. With a volume of 5,000 – 6,000 invoices a month and growing, Paramount Citrus knew they needed to invest in a document management system.<\/p>\n

Requirements<\/strong><\/p>\n

\u00a0<\/strong>\u201cOur goal in finding a document management system, was to eliminate the confusion over multiple copies of invoices and streamline our approval process,\u201d said Kevin Adams, Corporate Controller for Paramount Citrus.<\/p>\n

For Paramount Citrus, DocuWare\u2019s workflow functionality paired with its ability to integrate with their existing Oracle system made the solution very exciting. But once their local DocuWare reseller, eGennaker, demonstrated the solution\u2019s Intelligent Indexing Service, which works to automate indexing, they knew they had found just the software they were looking for.<\/p>\n

Solution<\/strong><\/p>\n

Today, invoices received at any location are scanned into DocuWare using Cannon M160 scanners.\u00a0 The documents are indexed using DocuWare\u2019s Intelligent Indexing Service which automatically searches each document for relevant index terms, such as Vendor Name. The accounting staff confirms the suggested information or improves it by clicking on the information to be indexed. The service uses crowd sourcing so once an invoice from a certain vendor is mapped with index terms, the template is automatically available behind the scenes to help index other documents with a similar layout. The service \u201clearns\u201d how to index documents streamlining the indexing process.<\/p>\n

Once indexed, invoices are electronically routed to an accounts payable clerk and through a multi-level approval process based on pre-defined criteria. Invoices that don\u2019t match up with a purchase order are routed back to the purchasing department for correction. Task lists and email notifications keep processes moving forward on schedule and electronic workflows keep everything transparent so managers have current status updates at any given time.<\/p>\n

To index other documents such as checks and purchase orders, DocuWare imports data from the company\u2019s Oracle system using a match code to ensure accurate data across the organization. Retrieving needed information is done in seconds with the click of a button.<\/p>\n

Benefits<\/strong><\/p>\n

With over 100 employees in multiple locations using DocuWare for invoice approval, Paramount Citrus has seen tremendous benefits from having only one copy of each invoice in the accounting workflow.\u00a0 The new procedures have eliminated invoice re-verification at each stage of approval, vendor confusion and duplicate payments. Cash flow has improved and Paramount Citrus is able to easily answer inquiries about an invoice at any stage in the workflow.<\/p>\n

\u201cThe biggest benefit we\u2019ve seen is how much easier invoice approvals have become, with only one image of a document that is electronically routed for approval. Avoiding multiple copies of the same document and knowing where it is in our process at any time has really streamlined our workflow and efficiency,\u201d said Adams.<\/p>\n

Establishing indexing terms forced Paramount Citrus to better organize their database and develop set procedures for updating vendor names and locations in their system. \u00a0The accuracy and quality of data across different systems has been enhanced with the newly defined procedures in place.<\/p>\n

Conclusion<\/strong><\/p>\n

\u201cDocuWare has had a huge impact in our accounting department. With our recent growth, the number of invoices we process a month has doubled to 10,000. We could not have met this challenge without DocuWare,\u201d said Adams.<\/p>\n

Benefits<\/strong><\/p>\n

– Efficient accounting process with only one copy of each invoice<\/span><\/p>\n

– Electronic invoice approvals are quick and transparent<\/span><\/p>\n

– Document indexing is automated<\/span><\/p>\n

– Integration with Oracle provided data quality and accuracy across the organization<\/span><\/p>\n

– Accounting process can scale as the company grows<\/span><\/p>\n

 <\/p>\n

 <\/p>\n","protected":false},"excerpt":{"rendered":"

  Docuware provides Paramount Citrus with a document management system that eliminates confusion over multiple copies of invoices and streamlines the approval process. With multiple locations in California, Texas and Mexico, Paramount Citrus is America\u2019s largest grower that also packs and ships fresh citrus ranging\u00a0from mandarins, navel and Valencia oranges to lemons, limes, and red grapefruit.\u00a0 Paramount Citrus is a subsidiary of the Roll Global LLC family of companies that includes the world\u2019s largest grower of pistachios and almonds as well as consumer packaged goods such as POM Wonderful\u00ae and FIJI\u00ae Water. Initial Situation Paramount Citrus is rapidly expanding through acquisitions of farm land and packing operations. Their entrepreneurial spirit has spurred the company\u2019s growth, but with it has come the growing pains of merging companies, such as establishing set procedures for accounting processes. Paramount Citrus\u2019 purchasing department is decentralized and vendor invoices were being received at multiple locations then faxed, scanned or mailed to the central office.\u00a0 The accounting department would frequently receive 4 copies of the same invoice, resulting in confusion and wasted time. With a volume of 5,000 – 6,000 invoices a month and growing, Paramount Citrus knew they needed to invest in a document management system. Requirements \u00a0\u201cOur goal in finding a document management system, was to eliminate the confusion over multiple copies of invoices and streamline our approval process,\u201d said Kevin Adams, Corporate Controller for Paramount Citrus. For Paramount Citrus, DocuWare\u2019s workflow functionality paired with its ability to integrate with their existing Oracle system made the solution very exciting. But once their local DocuWare reseller, eGennaker, demonstrated the solution\u2019s Intelligent Indexing Service, which works to automate indexing, they knew they had found just the software they were looking for. Solution Today, invoices received at any location are scanned into DocuWare using Cannon M160 scanners.\u00a0 The documents are indexed using DocuWare\u2019s Intelligent Indexing Service which automatically searches each document for relevant index terms, such as Vendor Name. The accounting staff confirms the suggested information or improves it by clicking on the information to be indexed. The service uses crowd sourcing so once an invoice from a certain vendor is mapped with index terms, the template is automatically available behind the scenes to help index other documents with a similar layout. The service \u201clearns\u201d how to index documents streamlining the indexing process. Once indexed, invoices are electronically routed to an accounts payable clerk and through a multi-level approval process based on pre-defined criteria. Invoices that don\u2019t match up with a purchase order are routed back to the purchasing department for correction. Task lists and email notifications keep processes moving forward on schedule and electronic workflows keep everything transparent so managers have current status updates at any given time. To index other documents such as checks and purchase orders, DocuWare imports data from the company\u2019s Oracle system using a match code to ensure accurate data across the organization. Retrieving needed information is done in seconds with the click of a button. Benefits With over 100 employees in multiple locations using DocuWare for invoice approval, Paramount Citrus has seen tremendous benefits from having only one copy of each invoice in the accounting workflow.\u00a0 The new procedures have eliminated invoice re-verification at each stage of approval, vendor confusion and duplicate payments. Cash flow has improved and Paramount Citrus is able to easily answer inquiries about an invoice at any stage in the workflow. \u201cThe biggest benefit we\u2019ve seen is how much easier invoice approvals have become, with only one image of a document that is electronically routed for approval. Avoiding multiple copies of the same document and knowing where it is in our process at any time has really streamlined our workflow and efficiency,\u201d said Adams. Establishing indexing terms forced Paramount Citrus to better organize their database and develop set procedures for updating vendor names and locations in their system. \u00a0The accuracy and quality of data across different systems has been enhanced with the newly defined procedures in place. Conclusion \u201cDocuWare has had a huge impact in our accounting department. With our recent growth, the number of invoices we process a month has doubled to 10,000. We could not have met this challenge without DocuWare,\u201d said Adams. Benefits – Efficient accounting process with only one copy of each invoice – Electronic invoice approvals are quick and transparent – Document indexing is automated – Integration with Oracle provided data quality and accuracy across the organization – Accounting process can scale as the company grows    <\/p>\n","protected":false},"author":66,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[1638],"tags":[169,171,2086],"_links":{"self":[{"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/posts\/11310"}],"collection":[{"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/users\/66"}],"replies":[{"embeddable":true,"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/comments?post=11310"}],"version-history":[{"count":3,"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/posts\/11310\/revisions"}],"predecessor-version":[{"id":11314,"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/posts\/11310\/revisions\/11314"}],"wp:attachment":[{"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/media?parent=11310"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/categories?post=11310"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.enxmag.com\/twii\/wp-json\/wp\/v2\/tags?post=11310"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}