Johnston Publishing Ltd

DbArchive

Presented by Michelle Jeffrey

Johnston Press Plc

• Johnston Press is the 4th largest publisher of local and regional newspapers

• Over 250 newspapers and over 130 local internet sites

• 2001 Turnover of £300 million with a operating profit of £89.4 million

Johnston Publishing Ltd (JAC)

• Centralised Accounting Centre for Johnston Press Plc

• 41 Companies throughout England

• Centralised Nominal Ledger, Purchase Ledger and Cash Book via Tetra CS/3

The Need

• Document Imaging System that interfaced with Tetra

• A system that would allow us to destroy original documents

• Flexibility – very specific requirements• Seamless operational processes• Cost effective• To be fully approved by relevant government

bodies

Version One Modules

• DbFax• Purchase Ledger Remittances

• Sales Ledger Invoices/Statements

• Excel PL Statement Reconciliation via the client version of DbFax

• DbMail• Purchase Ledger Remittances

• Sales Ledger Invoices/Statements

• DbForm• Purchase Ledger Remittances• Sales Ledger

Invoices/Statements

• DbArchive• Purchase Ledger Invoices• Cash Book Cheque

Requisitions• Staff Expenses• SL Invoices/Statements• Credit Account Applications• Capital Expenditure Forms• Fixed Asset Disposal Forms

DbArchive PL ProcessInvoice Invoice Registration Manager DocumentSend to Registered Slip Authorisation Sent toSite In Tetra Printed of Reg JAC

At Site with Bar code Slip

Costs AuthorisedPosted By JAC

To AccountantNominal

Images Images ScannedCan be Sent to UsingViewed Tetra DbArchive

In Tetra Server

Registered Text FileInvoices Sent to

Authorised TetraIn Tetra Server

Scanning Stations

View Of Registration Slip

Invoice View

View from DbQuery

Benefits of DbArchive

• Storage & Retrieval• No filing of original

documents

• All documents are security destroyed within weeks

• Images can be retrieved from any site and printed locally if necessary

• DbQuery can be used for additional selection criteria

• Image size is up to 50k per page

• Tetra• Automatic Authorisation

from scanning process

• Easy viewing of details when 20 character description is insufficient

• Helps deal with supplier queries more efficiently

• Other• Ability to download images

for other purposes

Costs Savings

• Assisted in restructuring working practices allowing amalgamation of two accounting centres into one

• Large savings on storage as documents have to be kept for between 6 and 10 years

• Savings on reproduction costs, faxing, copying

Emailed Remittance with Images Attached

Sales Ledgers

• DbArchive also allows us to store data that has been produced in Tetra • Invoices, Credit Notes and Statements

• These can be retrieved with an overlay which can then be sent as copy documents to the customer via• Email, fax or post

Company Growth

• The Version One products have enabled growth of the centre without large increases in staff numbers• In April this year Johnston Press purchased Regional

Independent Media, who publish over 50 titles. This meant a substantial increase in all areas of our business, but particularly in the quantity of purchase ledger invoices we needed to process. The methods used within JP were implemented in 10 major sites within RIM. Within 2 months of the takeover we were processing an additional 5000 documents per month with the addition of only 2 staff at JAC.

New Projects

• We currently have 4 new projects in progress involving DbForm and DbArchive.• Laser Cheques

• O2 Mobile Phone Bills

• New Invoice Layouts

• Archiving Pages of Newspapers

The EndOr is it.

So far we have not found anything that Version One cannot do in their software and we have given them plenty to work on. I’m sure there will be more ideas in the future.

Anyone interested in a copy of this presentation please email me at

michelle.jeffrey@johnstonpress.co.uk