The British Library has gone digital with its purchase invoicing process with the implementation of Version One’s document imaging technology, DbArchive.
Integrated with the library’s Oracle E-Business Suite system, DbArchive is accessible to 2,000 authorised staff across five different sites either through Oracle or via the Version One web browser, DbWebQuery.
With the implementation of DbArchive, the British Library will join Version One’s list of customers, which includes Virgin Trains, Cornwall College and kitchen and bathroom supplier PJH Group.
Version One develops electronic document management and imaging software that automates electronic storage, retrieval, management, enhancement and delivery of business documents such as invoices, purchase orders and statements.
With DbArchive, the library can image all purchase invoices using a Kodak i260 scanner and automatically link them to the appropriate record in Oracle. Staff can retrieve the invoices directly from their PCs.
DbArchive has also automated the authorisation of purchase invoices, by replacing a manual process involving posting and physically signing paper documents. Now, the approvers get an email alert whenever they receive an invoice to authorise. They can directly access the invoice by clicking on a link given in the email. The accounts payable team will be able to track the status of the invoice in the approval chain.
Jayne Cove, Oracle E-Business Suite business development manager at the British Library, said: As Version One’s DbArchive is scalable, we’ll be able to roll it out across the library, using it to electronically store a range of incoming and outgoing finance and non-finance documents.