Kevin D'Arcy is VP of Sales and Marketing for MES Hybrid Document Systems, Ontario's leading document scanning and document management supplier. For more information about Document Management in Ontario, visit http://www.mesltd.ca/service.html?id=10

1. Document Management in
Ontario
The Positive Impact on Accounts
Payable

2. • Document management in Ontario allows
organizations to capitalize on solutions that
eliminate unnecessary cost and add value.
• Document management impacts many
departments and functions within a company,
including accounts payable.
• For example, you can automate accounts
payable so you process a greater number of
invoices within shorter time periods.

3. • By eliminating paper and simplifying the
invoice approval process, business can save
money.
• The superiority of electronic processes over
paper processes is a widely accepted concept.
• However, the migration to document
management solutions in Ontario has not
been as obvious as you would expect.

4. The High Cost of Maintaining Manual Accounts
Payable
• Each time you purchase something on credit,
you create an account payable for your
business.
• Typically, you owe the amount taken on credit
to your supplier within 30 days.
• But, if you pay early, vendors frequently will
give cash incentives in the form of discounts.

5. • To get these discounts, companies must
process invoices and send payment to the
vendor in as little as 10 days.
• Processing invoices in such a short period is
very difficult for many accounts payable
departments.
• Their document management in Ontario may
not be capable of quick turn-arounds,
especially if it’s a manual system.

6. • The manual steps in a paper-based system for
document management in Ontario can cause
the invoicing process to take upwards of 30
days.
• The accounts payable process could be further
hindered in the following situations:

7. • Businesses typically process invoices tied to a
purchase order.
• However, it’s not uncommon for some invoices
not to originate from a purchase order.
• When a purchase order has been issued,
accounts payable staff still needs to make sure
the line items agree.
• When the paper invoice arrives, it gets keyed into
the system and is matched line-by-line against
the purchase order.

8. • When purchases are made without purchase
orders, the accounts payable department
usually doesn’t know the invoice exists until it
shows up.
• Because no prior approval took place, these
invoices must be routed through a separate
approval process.

9. • When invoice discrepancies arise, resolution
involves back and forth communications
among suppliers and internal departments
before they can be processed through
document management in Ontario.
• The additional processing time adds costs and
time. In fact, many companies require
dedicated staff just to resolve invoicing
disputes.

10. • The benefits of document management for
accounts payable are quite evident.
• By streamlining and automating the entire
process, document management eliminates
the high overhead and delays associated with
manual paper processing.
• Your business operates in a much more cost
and time efficient manner.

11. Specific benefits for document management in Ontario
include:
• Replacing costly, error-prone paper processes with
automated records management
• Capitalizing on vendor discounts and avoiding late fees
• Improving vendor relationships and increasing
favorable terms
• Resolving vendor disputes instantly with supporting
documents easily retrieved
• Providing flexibility to submit invoices in various
formats

12. • Eliminating invoice delays and automating
document routing
• Optimizing approvals, payment cycles and
reporting
• Automating invoice and check match ups
• Removing the need for additional staffing with
volume increases
• Facilitating audits with quicker access to
needed documents and transaction histories

13. • Implementing document management in
Ontario leads to higher performance levels for
your business.
• When you replace a manual process with an
electronic one, you get a better managed,
more efficient and increasingly profitable
business operation.

14. • Kevin D'Arcy is VP of Sales and Marketing for
MES Hybrid Document Systems, Ontario's
leading document scanning and document
management supplier. For more information
about Document Management in Ontario, visit
http://www.mesltd.ca/service.html?id=10