Philips Electronics is one of the World’s biggest and Europe’s largest electronics companies. With 165,300 employees work over 60 countries, Philip Electronics is a global leader in colour television sets, lighting, electric shavers, medical diagnostic imaging and patient monitoring, and one-chip TV products.

The Problem

Philips Electronic Ireland face a serious file usage and storage problem, particular in their account receivable department. With 5,000 Accounts related documents being processed per week, only a limit of up to six months files could be stored in the present office space. As Dave O’Brien, IT Administrator explains, "Storage was a critical factor in introducing Adest".

Heavy paper-based activities prolong the accounting administrative processes and slow the turnaround of query solving. Account clerks spend value time matching, filing, searching, replacing accounting documents result a low productivity, and often increase the payment collection period. It was envisaged that the company would make significant cost savings, free the amount of physical space and improve productivity and competitiveness.

Our Solutions

All customer orders are received by fax or post, company Invoices, Credit Notes, Statements and management reports are generated by the mainframe JD Edwards ERP system. Carrier Manifests, Proof of Delivery Dockets, Merchandising, Stores Delivery Notes all require third party signatures of one kind or other and are returned to Headquarter for processing.

Business Benefits

Philip implemented our dedicated Accounts Receivable solutions for an automatic process in their account receivable department. Various document types are converted and handled by Adest Document Management system, documents with attachment of the customer signature are scanned and automatically filed into Adest via the Adest Auto-OCR (Optical Character Recognition) module.

Accounting documents e.g. invoice, credit notes, statement are captured automatically through Adest Computer Output On-Line (COOL), and imported into the Adest Accounts Receivable, after which the data is automatically indexed, stored, all documents are ready to use with limited Human intervention. Built in automated validation procedures ensure high level documents processing accuracy.

• Release large feet of office space, 120,000 documents previously stored in this office are now stored in Adest electronically
• Reduced payment collection cycle - all invoice can be processed and sent out to customer before deadline
• Labour Savings - staff spend much less time locating missing documents, inputting into accounting package, whereas they can concentrate on core business
• Improved Customer Service and Records Control – searching for dockets four times faster than before, and this translates into the response time to customers significantly reduced
• Measurable financial payback by the second year

“Adest is very user-friendly, flexible, easy to customise, and most importantly has resulted in quicker filing and distribution of accounts documentation”.