London Borough Council
This borough council is one of the largest of the 33 councils in London. Working hand in hand with a partner who provides their outsourced e-invoicing financial services, we have supplied digital mailroom services to them since 2011.
The borough council wanted a system involving digitisation to increase the accuracy of the process, cut down turnaround times, have a clear audit trail,reduce overheads and help the environment with a paperless system. In 2011,the council announced to their entire supplier database that they were introducing e-invoicing and all invoice should be sent electronically. To date, 90% of their clients do send electronic invoices, but there is still a lot of inbound paper mail that needs digitising and adding into their financial system.
With guidance from the client, DDC OS UK have set up a rules based processing system for handling their paper mail. All inbound mail documents are delivered directly to us via a unique PO Box, and then using the rules documents are scanned as a matter of course, fulfilling their corporate paperless office policy. Documents are opened, sorted according to the client rules and batched by our post room team. Here, documents are coded by type and where appropriate uploaded to our partner’s financial system for the invoices to be approved and paid. Any invoice that is incomplete and does not contain the set amount of valuable information to justify payment, will be rejected by the e-invoicing system. The e-invoicing system returns the reject record to DDC OS to allow for invoice and an explanation letter to be returned to the supplier for them to adjust the invoice and resend.
A team has been in place for over 3 years. The early commitment between all parties involved, to ensure the high level quality and speeds were achieved, have minimised all clients risks and the transition of the data capture has been successful.
Any invoice that is incomplete and does not contain the set amount of valuable information to justify payment, will be rejected by the e-invoicing system.
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