Major Brands lowers document management costs, improves customer service
Major Brands, Missouri’s largest wholesale distributor of wine and spirits, saves money on storage costs, improves employee productivity, and enhances customer satisfaction by managing invoices and other documents electronically.
Storage and service headaches
State regulations require Major Brands to keep signed invoices for the daily deliveries the company makes to its more than 10,000 grocery store, restaurant, night club and other retail customers. Those documents piled up quickly, claiming large chunks of real estate and filling hundreds of filing cabinets at the company’s five regional offices.
Storage costs weren’t the only document management expense. If documents needed to be reviewed internally or sent to a customer, they had to be manually found, copied, filed and distributed. Such a time-consuming process cut down on employee productivity and lead to customer frustration.
WebDocs tames the paper beast
Major Brands decided to scan and electronically store, manage and distribute documents using WebDocs, rather than manage them manually. Once invoices are scanned, indexed and loaded into the system, authorized personnel use a standard Web browser to access the images from anywhere in the world.
Because image copies of invoices are sufficient to satisfy government requirements, Major Brands no longer has to store the original versions, greatly reducing paper costs and freeing up space previously occupied by filing cabinets.
Easier access improves service, productivity
Information that used to be retrieved manually is now available instantly via a web browser. Up to 10 search keys can be assigned to each invoice, giving users multiple ways to quickly find documents. Customers now get quick answers, and employees have more time to work on important tasks.
Flexibility extends value
The company is so satisfied with WebDocs that it is expanding its use to other areas. It recently implemented the solution in the purchasing department, which has allowed Major Brands to eliminate paper purchase orders. The accounts payable department is next.
“We haven’t found WebDocs’ limitations yet,” said Linda Vermeiren, customer service manager at Major Brands.“ The more departments we get on board, the more departments that are interested.”
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