Simplifying Accounts Payable for Cedar's Mediterranean Foods

Overview

Location: Haverhill, MA

Industry: Food Manufacturing and Distribution

Challenges

Simplify Accounts Payable processes while reducing the amount of paper utilized and time spent by employees. Centralize documents and data in one easily accessible place.

Solution

Enterprise Content Management & AP Automation

Epicor® ECM/DocStar Intelligent Data Capture
Epicor® ECM/DocStar Advanced Workflow
Epicor® ECM/DocStar Datalink
Epicor® ECM/DocStar Application Integrator

Benefits

Automatic Purchase Order matching supports “touchless” straight-through AP processing, eliminating the need for human intervention
Workflows streamline previously paper-based and manual routing for payment approvals, eliminating the “paper shuffle” with traditional/manual AP processes
Greater efficiency supports the processing of more invoices for more vendors with fewer staff
Eliminated the need for physical storage of Accounts Payable documents

Paper and manual data entry are now eliminated for Cedar's Mediterranean Foods

Cedar’s Mediterranean Foods is a producer of hommus, salads, wraps, and other Mediterranean foods based in Haverhill, Massachusetts. Cedar’s became a customer in 2017, and with continued support, they’ve been able to automate their accounting and financial processes to better serve their customers and allow their employees to spend more time focusing on higher-value projects.

Needing to continue to meet customer demand while simplifying processes

Cedar’s found the answer to its challenges in AP Automation and implementation services, systems integration, and ongoing service and support. The solution simplifies the procure-to-pay process by providing digitization and workflows to capture, route, approve, pay, and archive invoices with greater efficiency, accuracy, and visibility.

They now have the visibility to validate all steps across the invoice processing continuum and easily find answers – i.e. Was the invoice received? Was it approved? Was it paid? And with what check number and date?

Before automation, Cedar's was physically circulating all invoices on paper around their organization

A need for seamless integration with Microsoft Dynamics NAV

Before automation, employees would enter invoices by manually keying them into the company’s Microsoft Dynamics NAV (“NAV”) financial platform. Prior to implementing workflow automation they had a manual process, automation allowed them to create workflows to handle all of the vendor invoices they were receiving either in the mail or via email. If they were receiving invoices via email, they were printing the invoices and then entering them into NAV. Once an invoice was entered into it was then printed with a cover sheet stapled to the top and all other necessary documentation, and then physically circulated throughout the company to obtain the necessary approvals.

Cedar’s was able to streamline their invoice approval process and greatly reduce the amount of time and effort spent on each invoice

Greater Visibility, Improved Validation

Cedar’s needed a solution that was designed to work directly with Dynamics NAV. Through seamless integration with their ERP, they were able to streamline their invoice approval process and greatly reduce the amount of time and effort spent on each invoice. Regardless of the Financial ERP software used, VRC can easily integrate. They specialize in application integration services utilizing a variety of different methodologies including direct API, .CSV/Flat File export combined with a data push, and more recently Robotic Process Automation. Due to VRC’s expertise with these various methodologies, the integration and the data push can be accomplished with any Financial ERP, including Microsoft Dynamics, Sage, Macola, JobBoss, and Global Shop, as well as any ERP your organization may use.

A successful solution is more than just a robust digital system, it relies on a strong connection between the implementation team and the customer. Part of Cedar’s implementation, just like all VRC customer implementations, included heavy involvement from the professional services team.

VRC follows a seven step process to successfully implement a solution. It begins with being assigned a PMP Certified Project Manager, then both teams engage in the coordination and discovery which results in a Statement of Work and clear deliverables for both parties. This level of support continues through User Acceptance Training (UAT), Go-Live and post implementation triage and support – ensuring the long term success of their client.

With long term support and the benefits provided by automating their Accounts Payable process, Cedar’s is set up for success.

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About Vital Records Control

Vital Records Control was founded in 1988 to ensure the protection of our clients’ irreplaceable information assets.

Securely storing and shredding files is just one piece of the automation puzzle. What used to just be scan, file, and retrieve has now evolved to advanced workflows powered by Artificial Intelligence. Our automation solutions encapsulate the most advanced technology, using the combined forces of Robotic Process Automation, Artificial Intelligence, and Machine Learning — all wrapped around a robust Enterprise Content Management solution.

We’ve evolved from simple record storage to a national leader in information management, integration, implementation, and support across industries and organizations of all sizes.