Version One’s Document Management Systems are a Breath of Fresh Air for Actrol Parts
Actrol Parts (www.actrol.com.au), one of Australia’s major suppliers of air conditioning and refrigeration equipment, has cut costs, freed-up its storage space and improved its account payable (AP) processes by implementing technology from Version One. Version One is V1 Document Management's UK based sister company selling the same award winning document management technology. Version One’s document imaging technology (DbArchive), electronic form design solution (DbForm) and automated document delivery systems (DbFax and DbMail), which are tightly integrated into Actrol Parts’ Sage Line 500 accounting system, electronically create, deliver and store business documents. Archived documents are quickly retrieved via Sage or by using Version One’s web browser.
Frank DiGiulio, Commercial Manager of Actrol Parts says, “We chose Version One’s solutions because they came highly recommended from our Sage re-seller, Inecom, and are tightly integrated into our Sage accounting system. They are also extremely functional yet remain incredibly easy to use.”
Actrol Parts is a major wholesaler distributing air conditioning and refrigeration parts to more than 8,000 customers across Australia via its 44 branches. Before implementing Version One’s software, Actrol’s manual processes were costly, time-consuming and inefficient due to the vast amounts of paper that was being passed between different departments. To improve efficiency, the company identified the need for reliable and fully-integrated document management and document imaging technology that could cut its paper-use whilst quickly and easily making images of key business documents available across the business.
By creating, delivering and storing business documents electronically, we have considerably reduced the amount of paper we handle which has saved us time, space and significantly reduced our costs.
- Frank DiGiulio, Actrol Parts
DiGiulio comments, “Version One’s systems have improved our business efficiency and dramatically reduced our paperwork which has freed up considerable amounts of office space and cut costs. Our customer service levels have soared as we can quickly answer customer queries by retrieving document images from the desktop with just a few mouse clicks. Instead of wasting time searching filing cabinets for documents, staff can now concentrate on value-adding activities without compromising customer service.”
In addition, Version One’s technology has totally transformed Actrol’s document authorization process. Instead of posting and faxing documents for authorization, staff can approve documents directly from their desktop regardless of where they are in Australia. As a result, vendor invoice approval times have been cut, providing Actrol with greater control over how and when it pays its suppliers.
Actrol has made further savings by eliminating expensive pre-printed stationary and postage costs. Actrol can now create all its documents electronically from the desktop, documents such as purchase orders, sales acknowledgements and statements. Once created, instead of printing out these documents for posting, faxing or internal distribution, they are delivered within seconds by electronic mail or automated fax, directly from the user’s PC.
DiGiulio adds, “Since implementing Version One’s solutions paper no longer dominates our lives and we are enjoying many benefits across the business. By creating, delivering and storing business documents electronically, we have considerably reduced the amount of paper we handle which has saved us time, space and significantly reduced our costs.”
