The family-run retailer, which has been in business since 1899, has been using EASY CAPTURE for Purchase Ledger and Sales Order related documentation for around three months and is already seeing the time saving and productivity benefits.
Alice Norris, Operations Director at Fishpools, comments:
‘We love our new EASY Software solution. It was delivered ahead of schedule and has been incredibly easy to use right from the start. We’ve already scanned in a whole year’s worth of paperwork and we’re now working back to capture the rest of our archives. EASY CAPTURE means we’re gradually getting rid of the walls and walls of filing cabinets that took up so much space and which made it so time-consuming to find things. Now we’ve centralised all our documentation, it has already reduced the amount of time and money spent moving documents around. We were using manual systems before so the change has been very noticeable.’
‘There are a minimum of five bits of paper associated with each customer, all of which are vital parts of the sales and delivery process. We handle around 31,000 purchase orders a year alone, but there’s also sales orders, purchase order acknowledgements, supplier delivery notes, customer delivery notes, pre-Goods-In schedules, supplier payments, container purchase orders and so on. All of these documents have to be stored and readily accessible for many years after the original transaction for compliance and risk avoidance purposes.’
Alice had previously used an EASY Software solution in 2008 at a previous job and had been so impressed by how effective and easy to use it was that she had no hesitation in recommending it when the opportunity arose at Fishpools. The new system will replace a manual system and will link via web services to Fishpool’s ERP system, Swan retail.
EASY CAPTURE ensures not only automatic capturing, indexing and smart sorting of colour or black and white hard copy documents, but also processes Word and Excel files and every other type of electronic documents. Using high-performance scanners in batch operation, EASY CAPTURE handles production-level volumes of documents, storing them logically in electronic workboxes and topic-related document stacks. The user then links document pages electronically assigning documents index terms from which they can later be easily retrieved.
The solution was aimed at reducing the paper processes carried out at Fishpool’s head office and reducing the dependency on using paper records to perform operational duties.
Fishpools is a well-established firm with 62,000 square feet of retail space, a huge distribution centre, around 150 staff and an annual turnover of £24 million.
It is envisaged that in future the EASY solution can be expanded to include EASY DOCUMENTS so that business processes can be incorporated too. This would create improved visibility and transparency to some key operational processes within the business