OneViewAP

Accounts Payable Departments manage large amounts of paper resulting in time wasted on filing, retrieving, faxing, copying,  mailing, or looking for papers that have been misplaced, misfiled or lost. Low levels of automation hamper Accounts Payable departments. e-docs UK provides a web based Document Management application, OneViewAP , to give clients immediate access to their Invoices and supporting information.

OneViewAP accesses our  web-based hosted repository , to provide organisations with fast and easy access to their Purchase Invoices, Goods Received Notes and Purchase Orders. It utilises highly secure, mirrored web servers situated in two separate locations to provide the highest levels of service resilience and data security.

Showing Invoices Matched to PO's

Invoices are scanned, indexed and loaded onto SafeHavenDM withinin contractually agreed timescales, which can be as little as two hours. This information is then available to access using OneViewAP and a web interface from anywhere in the world, 24 hours a day, 7 days per week. The interface can be customised to look like your own web site supporting each customers unique brand and corporate identity.

With a capacity measured in terrabytes, SafeHavenDM stores many tens of millions of documents and files. It is accessed by our clients and their suppliers and customers hundreds of thousands of times every week.

Email Storage - OneViewAP enables Emails and all associated attachments can be exported from Microsoft Outlook to be centrally stored for future retrieval along with all other documentation relating to a project or client.

Legal Admissibility
BSI BIP 008:2004 and BS ISO/IEC 27002:2005
We hold over 30 million pages of client data online on behalf of many of the worlds leading organisations covering all document and data types. This information is held on 3 server clusters which are located in 2 different locations

What is the position regarding the legal admissibility of documents stored electronically?
Any print-out of an electronically stored document will be a copy.
How does this affect its admissibility in court?

The main issue will be to demonstrate the authenticity of the copy document. The British Standards Institution recently introduced a British Standard – BSI BIP 008: 2004. to whch e-docs UK was certified on the 19th September 2008.

This standard contains recommendations that, if followed correctly, are designed to help you achieve this demonstration of authenticity and e-docs UK stores information in an manner to meet these standards and deliver these assurances to our clients.
One of these recommendations regards audit trails. An example of this is maintaining a record of when the documents have been created, updated or removed from the electronic storage. In the event of a challenge to the authenticity of a particular document, this will be vitally important information to have available.

Invoices held in a digital format by e-docs UK can be used as the only permanent legal archive and copy.

10 Features - OneViewAP

• On-line access to all Supplier invoices by AP department and as users permissions allow
• Access to secure on-line archive of last 7 years invoices to meet HMRC legislation
• Invoices can be matched with Purchase Orders and accessible via the internet in a single PDF
• Invoices without Purchase Orders can be returned to suppliers electronically
• Invoices can be routed to other business users for approval
• Documents can be indexed on multiple field types to aid faster retrieval
• Both paper invoices and e-invoices can be held within the system
• Copy Invoices can be sent by email directly from OneViewAP eliminating photocopying costs or the risk of original copies being misplaced or lost.
• Invoices can be accessed on-line by internal or external auditors thereby reducing auditors fees.
• Proof of Delivery signiture verification - Collect customer signatures on invoices at time of delivery, then scan the invoices and auto-verify the signitures