Talk about an accounts payable challenge. Before implementing MetaViewer, Gate Petroleum Company of Jacksonville, Florida processed more than 300,000 invoices annually from over 225 service stations along with holdings in several key industries: retail and wholesale petroleum, commercial real estate development, resort management, concrete fabrication and soil/aggregate.
“Streamlined paperless accounts payable became a critical necessity, not just a pleasant convenience,” comments Karen Apps, Gate’s Payable/Fixed Asset Manager. “We needed a reliable solution that integrated seamlessly into our iSeries architecture, which would allow us to move and merge data without hassles, as well as provide an outstanding graphical interface for multiple-role users to see documents as they actually appear.”
Gate’s AP processing starts with daily scanned invoices saved to MetaViewer’s imaging and archiving facility, and temporarily indexed with an invoice number and amount. Persons responsible for payment approval are notified immediately by email and provided access via the MetaViewer split screen to both the indexed data and the actual scanned invoice. Upon approval the file is routed back to AP, where data is entered into Infinium and stored with related invoice images on a separate Windows server. This data remains in active workflow until the invoice is paid and the check number is attached to the document image.
Gate couldn’t be happier. MetaViewer has not only reduced paper-storage costs and accelerated the AP process, but has also freed up staff to take on other responsibilities, aiding business operations and contributing to overall corporate productivity.
