Little impact on current process
For Accounts Payable, this process does not change their daily processing of invoices and saves them two hours a week of filing and retrieving documents.
Faster, accurate retrieval
For auditors, USEF can now quickly search TrinDocs using various fields and open a PDF copy of the documents using Adobe Reader. Within Adobe Reader, they can print or email the PDF copy to the auditors just like any other PDF document.
Reduced storage requirements
USEF began using TrinDocs in October 2011. They decided to keep paper copies for the remainder of 2011. Then beginning in January of 2012, the accounting department scans and shreds all accounts payable invoices and supporting documents. Instead of consuming one filing cabinet per year for documents, they now only use one storage box. As they continue to shred, they will eliminate up to 8 filing cabinets.
Supports various types of bar codes with ease
Early in the process, USEF realized several of their paper invoices included a bar code printed by the vendor. The design of TrinDocs allowed us to create a unique bar code formula that will ignore the pre‐printed bar codes and only read values printed from Dynamics GP. USEF only had to add the bar code formula to the TrinDocs setup, and from then on, all preprinted bar codes were ignored.
Scalability for other departments
If USEF decides to expand into other departments or documents, everything is installed and ready. They have the tools, training, and skills as TrinDocs administrators to create new documents and workflow rules.