Case Study
JMC
JMC
Industry: Transport & Logistics, 350 Employees
Products: TraX Foundation...
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Petrochem Pipeline Supply has transformed its operations using Enterprise Imaging Systems’ TraX solution. By automating document management and accounts payable, Petrochem improved accuracy, reduced manual tasks, and enhanced customer satisfaction. From automated certification matching to efficient invoice processing, TraX has saved time and boosted efficiency. Sean Ahern, Commercial Accountant, highly recommends TraX for its seamless integration and customisation.
About Petrochem Pipeline Supply
Petrochem Pipeline Supply is a leading supplier of stainless pipes, fittings, flanges, fasteners, valves, instrumentation, and controls across various industries in Ireland. Serving sectors like Pharmaceutical, Petrochemical, Food and Beverage, and Biotech, Petrochem supplies both local and international markets from its facilities in Little Island, Co. Cork, and Dunboyne, Co. Meath. With a strong focus on quality and service, Petrochem has earned a reputation for reliability and excellenc
Petrochem Pipeline Supply implemented Enterprise Imaging Systems’ Trax Electronic Document Management and Accounts Payable Automation Solution to streamline their documentation and accounts payable processes. This implementation aimed to optimise the use of TraXs’ automation features to achieve greater efficiency and reduce manual tasks. Sean Ahern, Commercial Accountant at Petrochem, shared his insights on how the TraX system has transformed their operations.
“Before Trax, we had a storage area for paper files, which we had to keep for six years. Now, everything is digitally saved and accessible online. This has eliminated the need for physical storage, reduced the workload, and the TraX system makes it easier and quicker for the team to process invoices and manage documentation.”
In the pipeline supply industry, providing certification matched to the product being supplied is critical. Petrochem is required to provide a supporting certification document for each pipe it supplies. These certificates verify the source, components, and quality of the products. According to Sean, the TraX system has significantly simplified this matching and email distribution process.
“When we sell a length of pipe, we need to attach a certificate showing where the metals were sourced and their components. TraX automates this process by linking the certificate to the product and attaching it to the delivery docket automatically. This ensures that the certificates are accurately and automatically sent out to our customers with their orders.”
Sean highlights that this automation not only ensures compliance but also enhances customer satisfaction by providing accurate and timely documentation, which is crucial for maintaining trust and reliability in the supply chain. It also saves time, as employees no longer need to manually find, link, and email certificates to customers.
Another key benefit of the TraX system is the efficient management of purchase delivery notes. Petrochem receives most of its goods via paper-based delivery dockets, which previously required manual scanning and filing—a time-consuming process prone to errors.
“When we receive goods, the purchase delivery notes are scanned into TraX and digitally stored. The TraX system then checks and verifies the data by looking up the linked data in our ERP system. Post verification delivery notes are linked to the transaction in our ERP system, Intact IQ, making it easy to access and review all documentation associated with the order.”
The management of accounts payable invoices has also been significantly enhanced with TraX. Petrochem has automated the harvesting of invoices from a dedicated email inbox feeding them directly into the TraX system. From here they are auto indexed and stored securely in TraX. These invoices are also auto checked and verified in TraX before being fed directly into their ERP system for payment processing.
“TraX automatically collates, reads, and verifies the invoice data. The accuracy levels are extremely high, and this has greatly reduced the time spent manually inputting and verifying invoice data. Now our team simply reviews the verification process in TraX and if any anomalies occur, they are clearly highlighted for the team to investigate. The invoices are then synced directly to our ERP system for payment.”
Sean emphasises that the automation provided by TraX has led to higher accuracy and efficiency in invoice processing, which in turn reduces the risk of human error and ensures that payments are made promptly.
One of the standout features of working with Enterprise Imaging Systems was their ability to tailor the Trax solution to Petrochem’s specific needs. Sean highlighted that certain customers required documentation to be sent in a different format, which was easily accommodated by the TraX system:
“For example, certain customers require the automatic certification email that goes out to them to have specific subject lines, such as starting with the delivery note number or product name. The TraX team developed this feature specifically for us, ensuring that the emails are sent out in the correct format.”
This customisation has enabled Petrochem to meet the unique requirements of their customers, further enhancing service quality without relying on manual intervention.
The ease of use and seamless integration of the system with their ERP were key elements that were well received by Petrochem’s employees. They found the system straightforward to use, and the direct syncing of data between Trax and their ERP significantly enhanced efficiencies.
When asked if he would recommend the Trax system, Sean responded without hesitation:
“Absolutely. The Trax system has reduced our workload, eliminated the need for paper storage, and improved accuracy and efficiency in our operations. It’s saving us time, money, and helps improve our customer service levels”
Petrochem Pipeline Supply’s experience with Enterprise Imaging Systems’ Trax solution highlights the significant benefits of automating document management and accounts payable processes. From reducing manual workload and improving accuracy to enhancing customer satisfaction and operational efficiency, TraX has proven to be an invaluable tool for Petrochem.
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.
