Rathfinny Wine Estate based near Alfriston in the South Downs of Sussex, has been established since 2010 and produces some of the best English Sparkling Wines.
Due to expansion of their Operations, Document Options were contacted by Jamie Everett, Chief Operating Officer at Rathfinny towards the backend of 2018. Jamie was searching for a cost-effective invoice processing solution that was simple to implement and capable of automating as many accounting functions as possible. This would enable the business to move into the digital world and improve performance.
During these initial discussions Jamie confirmed that there was a planned implementation of Sage 200 in March 2019 and the end to end process required to be completely transformed, thus enabling their business objective of “Making Tax Digital” to become a reality.
As part of the process, Jamie Everett was very keen to eliminate the manual data capture of supplier invoices, reduce those repetitive labour intensive tasks that operate around the invoicing process and rationalise any exceptions. This would allow more time to be spent on the many other high priority projects that needed to be progressed and implemented as the business continued to expand.
A day was set aside at the Wine Estate in Alfriston to map out the desired process with Rathfinny’s Accounts Payable team. The Document Options Service Management team headed up by Perry Watts led the process mapping day. Perry is trained in Business Process Management and Notation which greatly assists in designing the best possible solution. During this session all AP processes were discussed in some detail with the Accounts team Georgia Ungoed and Katy Burrell, with a view to automating and streamlining processes.
The solution proposed to Jamie and Georgia by Document Options was the latest cloud based intelligent Business Process Management Service (iBPM). The iBPM Service streamlines AP processes; the service is cloud based and receives invoices directly from suppliers from any location worldwide via its multi-channel infrastructure. Once invoices are received into iBPM, the header level data is extracted from the invoices using AI machine learning technology and specific business rules set by Rathfinny’s accounts team are applied. Invoices are matched to suppliers automatically along with purchase order numbers. The iBPM Service can detect a duplicate invoice and make certain it is not processed and where a non-invoice is received it can be made available for the AP team to view and delete online.
For payment purposes invoices have different approval routes based on value and once approved are passed through to export, rejected invoices are automatically returned to the supplier via email. Once fully processed the data is automatically loaded into Sage 200. The data captured includes date, purchase order number, invoice number, payment details, net, vat and gross amounts.
The iBPM Service can also handle line level invoices, something that may be required in future, so iBPM gives Rathfinny the flexibility to change and improve without further investment. Also, the actual invoices are loaded to our Content Services Platform and can be viewed from any location, not just the local accounts team.
Using data exported from Sage we ensure the correct nominal codes are applied to the invoice, so when exported into Sage information is allocated to the correct cost centre. Also, a unique feature was added to allow for items purchased months in advance and liable to slight fluctuations in price to be processed without delay.
Where the data on an invoice cannot be captured automatically it is routed within iBPM to Document Options data capture team based in Gatwick to validate and ensure 100% accurate data is always attained before being exported.
The iBPM mobile app is also to be used by the Rathfinny management team for business on the move. The second phase of the project is to match Charge-Card statements to individual expense receipts. This is achieved by using the mobile app to capture paper receipts electronically along with date and value.