Accounts Payable File Scanning and Indexing

This service will allow accounts payable files to be converted into digital images and indexed by the accounting system check register information and retrievable inside an Excel™ spreadsheet or Access™ program.

Background:

The traditional accounts payable accounting system provides the processes necessary to enter invoice information from vendors and pay these bills using computer generated checks.  Document conversion services stores the paper work associated with vendor paid bill files into a digital archive.

The Benefits:

After vendor checks are processed, check copies matched with vendor invoice copies or other support documentation are stapled together and filed.  During the next processing cycle much the same happens, except research is required from past payments in order to process a current bill.  A person in another office needs to view the prior paid bills in order to approve the current bill.  A paid bill might be missing from the files because some other person pulled it.  The auditor shows up and wants “several” random checks pulled with all support documents.  All these instances of retrieving accounts payable files can be more efficiently accomplished with Accounts Payable File Digital Document Conversion Services.  Most importantly these services can pay for themselves based on a few manual file retrievals per month and provide a backup copy of these files in the case of a disaster.

STATCO's Conversion Process:

The conversion process begins with an examination of the accounts payable filing system.  The accounts payable check copies and support documents are reviewed for organization style and method of indexing.  Accounts payable system check registers are analyzed to determine the process for exporting check information into a file format suitable for conversion.  Processes are designed to link the check register information with the accounts payable file check copies and invoice support information. The check register information and accounts payable check copy image and support document files are combined into an Excel™ or Access™ file for retrieval purposes. STATCO can also provide the accounts payable document image and index information in a format ready for import into most image library management software systems that support an import capability.

Conversion Pricing:

Pricing will depend on the scope of activities associated with successfully converting accounts payable check copies and support document images and check register information into an Excel™ or Access™ file or the customer's selected image management system.  Media costs, freight charges, sales tax and other incidentals are added to the conversion pricing.  We verify our conversion processes and provide a sample test before the production conversion process starts.  A sample of STATCO’s standard pricing guidelines for Accounts Payable File Digital Document Conversion Services is as follows:

  •     Set-up & Functional Test (one-time fee per A/P file series)                            $300.00      

  •     Programming  (if necessary for custom enhancements)                                $100.00 per hour

  •     Conversion Processing  (incremental pricing per application)

            Index Processing                                                                          $.10 per check copy

            Document Processing                                                                    $.10 per page scanned

   •     CD Media Production  (first CD included in per page price)                $15.00 per CD for each copy

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