Florida School District Automates Invoice Processing with Document Capture Solution
OpenText™, a global leader in Enterprise Information Management (EIM), today announcedPalm Beach County School Board has implemented OpenText Capture Center to automate its invoicing process to reduce costs and improve productivity. With OpenText Capture Center, the board has transformedits Accounts Payable (AP) department for the digital world.
Palm Beach County is one of the top-performing school districts in Florida and is committed to providing a world-class education to its students. With recent economic challenges and significant budget reductions, the school board needed solutions to maximize efficiencies and savings. Manually processing an estimated 175,000 invoices annually for the school district, the board’s AP departments faced a labor-intensive, paper-driven process. Additionally, government mandates on record maintenance resultedin high storage costs for paper invoices and additional manual processes. The board neededa solution to automate these manual processes and reduce costs, while integrating with its current systems.
“Automating many of our manual processes has resulted in increased productivity and significant cost savings,” said Heather Knust, director of accounting services at Palm Beach County School Board. “We have been able to reduce staff through attrition and the cost of offsite storage. When invoices are requested for audits or public records requests, we have to order boxes from storage. We then have to find the invoice, remove the staples, photocopy it, and then file it. It is an extremely manual process and invoices can easily be misplaced. We needed a solution to help.”
Working with OpenText partner Informa Software, a Florida-based company specializing in process automation, document management, email management, and document distribution software solutions, Palm Beach CountySchool Board determined that OpenText Capture Center was the best solution for its needs.
The board took a measured approach as itrolledout OpenText Capture Center, initiallydigitizing paper invoices, and capturing scanned images, emails and faxes for Palm Beach County School Board. The school board also began encouraging vendors to email invoices instead of sending paper invoices.
“We no longer have to sort invoices because we’ve automated that as well,” explains Knust. “With certain vendors, where we’re getting hundreds of invoices a week, we’re going to be able to automate the process to where an AP person isn’t even going to have to look at them.”
Bob Rucinski, AP manager at Palm Beach County School Board adds, “We’re very close to having invoices flow through our system from the email mailbox all the way to payment, without any human intervention.”
As they deploy more functionality of OpenText Capture Center, Palm Beach County School Board continues to reduce manual processing and paper handling, resulting in significant gains. Before implementing OpenText, an invoice was touched at least five times before it reached the check printing stage. With OpenText Capture Center, the group is able to significantly reduce the time for each invoice, processingmore invoices per day with half the number of staff. Additionally, the invoice automation offers visibility into the status of invoices, and can help reducecompliance risks, facilitate auditing and improve vendor relations.
Rucinski explains, “Paper invoices might sit on someone’s desk for a period of time. We had no visibility into where those invoices were or how old they were. Now, they are scanned automatically on the day they arrive. From the time it’s scanned to the time it’s paid, we know where it is.”
By automating the records retention process, OpenText Capture Center classifies, stores and files invoices electronicallyto save money on physical storage and eliminate a cumbersome process.
Palm Beach County School Boardis eager to begin implementing the next phase of the solution for even greater efficiencies and savings.
Knust adds,“My goal is to maximize productivity utilizing state of the art technology to achieve my vision of a paperless AP department.”
OpenText Capture Center uses advanced tools to capture, classify, extract information from, validate and store paper documents and other types of content. The solution applies document recognition functionality first to classify the document type and then extract business data from the digital image using Optical Character Recognition (OCR), Intelligent Character Recognition (ICR), and Intelligent Document Recognition (IDR).
OpenText Capture Center is part of the OpenText EIM platform, a set of methods and technologies that help customers to maximize the value of their information while minimizing its risks. OpenText EIM solutions are delivered as comprehensive suites of integrated solutions, providing an unmatched breadth of capabilities on premises, in the cloud, or as hybrid deployments.
OpenText enables the digital world by simplifying, transforming, and accelerating enterprise information needs, on premises or in the cloud. For more information about OpenText (NASDAQ: OTEX, TSX: OTC) visit opentext.com.
Connect with us:
• OpenText CEO Mark Barrenechea’s blog
• Twitter |LinkedIn |Facebook
Certain statements in this press release may contain words considered forward-looking statements or information under applicable securities laws. These statements are based on OpenText’s current expectations, estimates, forecasts and projections about the operating environment, economies and markets in which the company operates. These statements are subject to important assumptions, risks and uncertainties that are difficult to predict, and the actual outcome may be materially different. OpenText’s assumptions, although considered reasonable by the company at the date of this press release, may prove to be inaccurate and consequently its actual results could differ materially from the expectations set out herein. For additional information with respect to risks and other factors which could occur, see OpenText’s Annual Report on Form 10-K, Quarterly Reports on Form 10-Q and other securities filings with the SEC and other securities regulators. Unless otherwise required by applicable securities laws, OpenText disclaims any intention or obligations to update or revise any forward-looking statements, whether as a result of new information, future events or otherwise.
Copyright ©2015 Open Text Corporation. OpenText is a trademark or registered trademark of Open Text SA and/or Open Text ULC. The list of trademarks is not exhaustive of other trademarks, registered trademarks, product names, company names, brands and service names mentioned herein are property of Open Text SA or other respective owners. All rights reserved. For more information, visit:http://www.opentext.com/who-we-are/copyright information.