Case Study
JMC
JMC
Industry: Transport & Logistics, 350 Employees
Products: TraX Foundation...
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About
Glynns is part of Homevalue Hardware, the largest hardware group in Ireland today. With a rich history and a commitment to excellence, Glynns is known for its competitive prices, expert advice and extensive range of products, including insulation, renewable energy solutions, and building materials.
Glynns recently implemented the TraX APA solution to streamline their accounts payable processes. Prior to implementing TraX APA, they were using the TraX Foundation electronic document management solution for managing invoices digitally. However, as their requirements grew, they found that their manually orientated accounts payable processes were becoming far too labour intensive. This became very apparent when accounts personnel would take annual leave.
Stewart shared, “We were managing so many invoices, primarily with one person looking after this task so when she went on holidays it was a nightmare as there would be a backlog to catch up on and just in general managing invoices manually means you are always chasing your tail. With TraX APA in place, we’ve tightened our purchasing processes and automated much of the verification process. Once matched we now achieve 94-95% accuracy in invoice verification, with discrepancies easily identified and resolved.”
The decision to invest in TraX APA was strategic for Glynns. There was a strong desire to free up the senior accounts team member to enable them to focus on more detailed and important tasks as opposed to data entry. This prompted the team to invest in technology to automate processes and ensure long-term efficiency. Before TraX APA, 75% of their staff member’s workload involved invoice processing, a tedious but essential task for maintaining fiscal controls.
Stewart noted, “Before TraX APA the logging and matching of invoices from the United Hardware group was a monotonous time consuming task. A file of invoices from United Hardware would be downloaded and then printed with each invoice manually checked and verified against the purchase order in our ERP system, Intact iQ. We would then make sure that totals match, add in the invoice date, add in the invoice number make sure it’s posted to Intact iQ, ready for payment. It was a huge amount of work. But with TraX APA this has freed up our senior accounts personnel to focus on more important tasks. We’ve already posted 300 invoices for payment this month, a significant improvement from before TraX APA.”
In addition, key features like the split function for large files and seamless integration with their ERP system, Intact iQ, have further streamlined their operations. Stewart added, “We’ve only been using the system a very short time but already up to 70% of our invoices are being posted directly to our ERP System for payment without any human intervention and as we get all our suppliers on board using our prescribed invoice template that figure will be higher. And the great thing is now our senior accounts personnel has that time to follow up with suppliers to ensure they are submitting invoices in line with our requirements.”
For businesses facing similar challenges, Stewart considers TraX a “no brainer” investment. He emphasised the importance of good data and processes for maximising TraX’s benefits. Stewart notes, ‘In a couple of months’ time I can see us at the point where we maybe have 10-15 queries out of a total of 7-800 United Hardware invoices and that’s phenomenal.’
Stewart praised Enterprise Imaging Systems’ proactive approach to implementation and ongoing support. He appreciated the responsiveness of the team, noting that any issues were promptly addressed, leading to quick resolutions.
‘The team were very proactive and were ready to assist and answer any questions we had and if any issue arose it was taken seriously there and then and probably by the end of the day or certainly the next day the issue would be resolved.’
In just a short time, TraX APA has revolutionised Glynns’ accounts payable processes, allowing them to operate more efficiently and strategically plan for the future. As Stewart concluded, “Investing in TraX is worth the effort. We’re already reaping the rewards of improved efficiency and time savings.”
Enterprise Imaging Systems (EIS) are the information management experts. Our electronic document management, scanning and accounts payable automation solutions make fast work of paperwork and make accounting a breeze, freeing you and your team up to focus on business growth.
