TNT Logistics UK, part of TNT Logistics, is using Corpora’s TokOpen document management and workflow solution in key financial and corporate business processes to reap substantial benefits and cost savings. These include a significant reduction in VAT reclaim timescales, more efficient payment to suppliers and improvements in customer service through more rapid responses to queries.

Information previously held on paper documents is now scanned and held securely in electronic format to provide easier and more convenient access for all relevant personnel. Nothing goes missing; data backup and disaster recovery are assured, and through TokOpen's Web access functionality, authorised staff can view documents online via a standard Web browser from any location.
 
Areas in which TokOpen has been deployed include accounts payable invoice processing, human resources, payroll and engineering - which is responsible for the maintenance and handling of all vehicles in the TNT Logistics fleet.

The TokOpen Accounts Payable solution enables the electronic capture and distribution of supplier invoices for faster internal authorisation. Derek Keeble, IT Systems Design & Implementation Manager at TNT Logistics UK, stated: "Formerly, it had been paper-based and the finance department didn't see an invoice until it physically arrived, so there was no visibility of expenditure. With TokOpen, all orders go straight onto the system and are logged. This means that we can claim the VAT back much more quickly - a significant advantage over the previous process".

Now, all invoice matching is handled on line, whereas previously a typical invoice could be photocopied 10 times for distribution to authorising personnel.

Keeble continued: "For human resources we have traditionally kept all documents electronically but benefits accruing from the new system include more self service and better communications between offices and departments".

All HR related documents are held in one area with specific access restrictions applied to pay-related documents. ERM was also used to create 750,000 payslips for web access by Payroll.

TokOpen has also been deployed within TNT’s Logistics engineering department, which is responsible for the maintenance and handling of the 4,000 vehicles in the logistics fleet - many of which are based in customer depots across the country.

"All in all, TokOpen provides a reliable, highly practical and easy-to-use solution that gives us good document and user security," says Keeble. "The Web access ability removes the communication restraints associated with the former, traditional reporting and data accessing processes. The improved VAT reclaim by accounts alone means that the system is already paying for itself".