One-Click AP Process

80% improvement in Southern Cross Campus' AP Process

AP Process Transformed with Automation

Southern Cross Campus streamlines & smooths out Invoice inefficiencies

Southern Cross Campus is a composite school that caters for students in Years 1-13 in the suburb of Mangere East in South Auckland.

The school’s campus covers 9 hectares and has 47 departments. It currently has 190 teachers and support staff, and a roll of 1,600 students.

The school has in excess of 3,500 suppliers, who between them submit around 500 invoices every month, and they were keen to improve how they were handling their incoming invoices, particularly the approval process. To streamline and smooth out Southern Cross Campus’ invoice and authorisation problems, FUJIFILM Process Automation proposed a largely automated AP process using the inbuilt workflow in DocuShare.

Time from invoice receipt to approval cut from 10 to just 2 days

Simplified one-click actions give dashboard invoice overview

DocuShare stores invoices in original and data form

The Paperwork Chase

The school is made up of a number of departments, widely dispersed across their campus. Each department is its own cost centre with responsibility for approving their expenses. Protocol and best practice means all incoming invoices go through a triple signatory process before being earmarked for payment.

Southern Cross Campus were keen to improve how they were handling their incoming invoices, particularly the approval process.

For a number of reasons, we spent way too much time running around simply chasing invoices

Judith Langley
Financial Controller, Southern Cross Campus

A Process of Improvement

The average time from invoice receipt to full approval went from 10 to 2 days with the new Accounts Payable solution. The time saved on low-value leg work is now used to support other functions within the busy AP team. “For Southern Cross Campus, FUJIFILM’s DocuShare proved itself to be flexible, configurable and affordable. And best of all, it precisely met the school‘s desire to streamline and improve, rather than just replace old processes,” said Judith Langley, Financial Controller for Southern Cross Campus.

“The importance of a robust audit trail and a permanent document approval system was paramount in our decision to automate this critical area in accounting for public money. The audit trail within the DocuShare filing system is excellent.”

For Southern Cross Campus, FUJIFILM’s DocuShare proved itself to be flexible, configurable and affordable. And best of all, it precisely met the school‘s desire to streamline and improve, rather than just replace old processes.

Judith Langley
Financial Controller, Southern Cross Campus