High Volume Document Scanning Solutions from Document Options

ANA Aviation Services and Network Airline Services are a specialist airline management provider, designing and delivering innovative airline solutions to customers across the globe.

The Issue

Processing the purchase ledger using manual processes was becoming untenable, given that ANA Aviation operates globally with a highly mobile workforce. It had become increasingly clear that their processes had to catch up with their 21st Century approaches to work and client demands. An effective accountancy system and workflow process already existed, what was needed was a method of capturing the data electronically from manual invoices and inputting this automatically into the system.

The Solution

Document Options implemented a high volume document scanning solution which includes a daily collection of invoices, scanning the paper documents, extracting the specified data from both the electronic and scanned invoices and storing this electronically. ANA Aviation is sent an image of the invoice and the data file, which they upload into their accounting system. This data is then accessible to appropriate employees wherever they are located. “I was particularly pleased that Document Options talked directly to our 3rd party accountancy solutions provider to ensure that their solution was compatible,” explained Andrew Ballard, Group Financial Director of ANA Aviation. “They asked all the right questions and really thought through what was needed”.

The Benefits

We can deliver significant benefits to ANA Aviation using this solution:

  1. Improves timely access to information – employees can now see the invoice, track and progress the process ‘anytime, anyplace, anywhere’ with minimal delay.
  2. Improves accuracy AND frees up staff time – manual handling and data entry is no longer required and moreover, the ‘capture’ software learns the customer’s invoices over time and develops increasing accuracy.
  3. Kick started other workflow improvements such as the approvals and payments process, as approvers can “sit on a plane and approve invoices at their convenience”.
  4. Reduces storage space as the physical records no longer have to be kept for years.
Hear from Andrew himself

“The Scanning Solution implemented by Document Options has completely transformed the efficiency of our purchase ledger process. It has saved time and improved efficiency all along the process. I am also thrilled with their approach to working with us; they take time to understand exactly what we want, and issues are resolved very quickly, unlike with some other providers with whom we work. We are rolling this out to other parts of our group, and I would not hesitate to recommend them to others.”

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They asked all the right questions and really thought through what was needed.

ANA Aviation - Andrew Ballard - Group Financial Director

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