Icopal Limited, the world's largest manufacturer of roofing and building membranes for the construction industry, is dramatically improving its enterprise-wide efficiency by implementing a portfolio of 'paperless technology' solutions from award-winning software author, Version One.
In a drive to achieve the 'paperless office' across its entire UK business, Icopal is implementing systems for the electronic archiving, delivery, data capture, authorisation and design of all its business documents.
Chris Finnerty, Company Secretary of Icopal Limited says, "We chose Version One because it's the only company that provides award-winning, affordable document management and imaging solutions already tightly integrated into SAP software. In the first year of using these solutions, we will save at least 100,000 on stationery, printing, postage and physical document storage costs as well as staff time spent on enveloping, filing, data entry etc."
With Version One's imaging solution, business documents such as proof of deliveries (PODs), purchase invoices and purchase orders will be scanned-in, automatically storing them in a central electronic archive. These documents, accessible to authorised users directly from the desktop, can be instantaneously emailed or faxed out to colleagues, customers and suppliers at 'the touch of a button'.
Version One's document management systems will also enable the data on all incoming purchase invoices to be automatically captured, checked for accuracy and verified against the associated purchase order. The invoices are then automatically emailed to the appropriate manager for authorisation.
Finnerty says, "We see a multitude of benefits by going paperless. As well as the obvious cost and time savings, we envisage better relations with customers and suppliers and improved cash flow as all POD, purchase order and invoice queries will be handled far more quickly. The laborious task of manually filing documents will also be made redundant, freeing-up over 100m of storage space and putting an end to lost and misfiled documents."
Icopal Limited's move to electronic business processes is taking place in two distinct phases. In the first phase, PODs, purchase orders, purchase invoices and sales invoices will all be stored electronically, and in the second phase, statements, payroll documents and technical drawings will be electronically stored.
"Icopal's business-wide processes are going 100% electronic", explains Finnerty. "The future is paperless and we are determined to lead the way amongst building and roofing membrane manufacturers."