WHSmith has implemented a document management system to increase productivity in its accounts department.

ImageNow document management, imaging and workflow software from Perceptive Software has gone live to process paperwork for both accounts receivable and accounts payable.

The system replaces an unreliable system and allows the accounts department to scan and create electronic records of documents at the point of receipt. Previously, electronic records were only created when documents were ready for archiving.

WHSmith IT manager David McGrath said: “Our old system required us to handle and approve documents manually and only scan for archiving when the process was complete. Because we handle approximately 300,000 pages a year, this meant a lot of wasted time and paper-handling.

“ImageNow was the best choice to increase efficiency and was also very easily integrated with our Cedar Financials software.”

Staff can now scan documents on receipt and then route them electronically to colleagues, who enter them into the retailer’s financial application. From there, the workflow aspect of the document management system sends the electronic invoice to the relevant manager for payment approval.

Documents created by WHSmith’s own systems are also captured by ImageNow, cutting down on the amount of paperwork that must be printed and then scanned into the document management system. This should help reduce WHSmith’s environmental impact.