Case Studies

STREAMLINED ACCOUNTS DATA CAPTURE & MANAGEMENT FOR GRM WINDOWS

Background

GRM windows has grown to become one of South Wales most established suppliers of PVC windows, doors, panels and conservatories and has been supplying directly to trade and public for more than 35 years. The company takes a pride in providing a quality service, a wide range of products and competitive prices.

The Problem and Requirements

The company was having difficulty storing and accessing accounts paperwork such as sales orders, purchase invoices and delivery notes. In addition, manual keying of data from these documents into the accounts system, Sage Line 50, was becoming more and more time consuming.

GRM Windows needed a system to automatically extract data from these documents, upload it to their accounts system and create an electronic copy that could be stored safely on their server for quick access and for backup in case of the need for disaster recovery.

The Solution

Blue Sky recommended PSI:Capture because it provides all the capability needed including:

• Intelligent data extraction from a variety of supplier invoices and other accounting documents
• Integration with Sage Line 50
• Conversion of scanned images into legally admissible text-searchable PDF format
• Storage and retrieval of documents using the PSI:Search application

“Adopting PSI:Capture for scanning and data capture has not only reduced the time taken to get supplier invoice data into Sage but it has also allowed us to store all our accounting documentation safely offsite on a remote server, eliminating the risk of losing critical company information in the event of a fire or flood.”
— Richard Gambling, managing director, GRM Windows

Solution Components in Summary

Capture Software: PSI:Capture with advanced data extraction and Sage integration
Output Formats: Text-searchable PDF and CSV data file
Document Management: PSI:Search viewing software
Accounting Systems: Sage Line 50
Scanner: Canon Multi-function Printer

 

Installation

PSI:Capture identifies each item and extracts required data from each document type. Lookups to a database retrieve supplier details, tax rates and nominal codes.

Data is exported into Excel (CSV) format and imported into Sage. Scanned documents are converted to PDF for storage and retrieval by PSI:Search

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