Our client uses Livelink as its corporate DMS system. We were engaged to create and document the process for initiating and tracking the progress of an invoice for electronic authorisation. Livelink workflow functionality was used to achieve this

Background

Livelink is used by our client as its corporate document management and collaboration system. It is used in all Business Units both in the UK and overseas. Venture assisted key business users to migrate to Livelink, designing structures within Livelink to meet their business needs. NT files were migrated into the structure and workflows were created for key business processes.

The Finance Team recognised that there was a need to improve the management and control of the invoicing process. It was apparent that the paper-based process had resulted in lost invoices, was inefficient, and tracking of invoices was problematic. The existing process, although extensively used, was not documented and therefore ran the risk of being interpreted differently within the team.

Outcome

The project delivered:

1. The implementation of a Livelink file system designed to keep scanned invoices as well as acting as a mechanism for workflow initiation and monitoring.
2. A workflow template which accurately represents the process and includes a secure authentication mechanism
3. Fully documented processes.
4. Assistance to the business in its launch.

 

The resulting finance invoice workflow system comprised the following components:

• Adobe Acrobat software and scanner
• Livelink directory hierarchy for scanned invoices
• Naming standards for scanned invoices and associated workflows
• The invoice processing workflow template (including Livelink E-Sign secure authentication)
• Automated notification of new and late invoices requiring approval delivered via email to invoice authorisers
• Workflow Status and SQL reports for status review and progress tracking
• Administrator & End User Training Guides
• End user training & roll-out to all Functions in the London office

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