FSN: Plastics group saves £25,000 per annum with Version One document management integrated to Sage

Plastics group saves £25,000 per annum with Version One document management integrated to Sage

28th April 2008
Manchester-based Hubron, a plastics manufacturer and distributor of resins, elastomers, and polymers has improved efficiency, tightened-up its quality control processes and is saving up to £25,000 per year as a result of implementing document management and imaging systems from Version One. Hubron selected Version One's systems after they were recommended by its long-standing Sage re-seller, Datel Group.

Daniel Dunwoody, IT Manager of Hubron says Hubron was impressed by the systems' tight integration with Sage and Version One's good reputation and strong presence in the Sage marketplace. Over 24,000 documents per year are now going through Hubron's document management and imaging systems which include electronic form design, automated delivery and electronic document storage technology. These systems, which are used by the group's central accounting function, have eliminated costly pre-printed stationery and significantly reduced postage costs as all outgoing documents, such as invoices, order acknowledgements and statements are now created electronically with over 95% being automatically delivered by either electronic mail or automated fax. In total, Version One' systems are saving Hubron £25,000 each year and by sending out documents electronically, an hour of staff time every day has been freed-up.

With Hubron being subject to strict regulations regarding quality control and testing, the Version One systems are being used to tighten-up its processes involving certificates of conformity and analysis. A certificate of conformity is a statement by the manufacturer that the goods conform to the relevant EC type-approval and a certificate of analysis attests the quality or purity of exported commodities.

Daniel Dunwoody, IT Manager of Hubron says, “It's a legal requirement for us to provide supporting documentation when goods are despatched. With the Version One systems, incoming certificates of analysis for Hubron Speciality are scanned and stored in the electronic archive. When a despatch note is sent to the warehousing provider, the relevant certificate of analysis is automatically retrieved from the archive and electronically delivered with the despatch note. By automating this process, efficiency has improved, staff time has been freed-up and room for error has been eliminated.”

By integrating the Version One systems with its Laboratory Information Management System, LabVantage, Hubron (International) has also improved its processes regarding certificates of conformity. “Each time Hubron (International) despatches an item, Version One automatically looks-up the lot number on LabVantage and sends out the related certificate of conformity directly to the customer. There's no doubt that Version One's systems have helped us to comply with the strict regulations affecting our industry”, says Dunwoody.

Hubron plans to extend the use of the Version One systems as Dunwoody explains, “We'll be rolling-out Version One's electronic archive system across the business so that all incoming and outgoing documents including purchase invoices, contracts of employment and product specification documents are stored electronically. This will save us a further £15,000 per year. We are also looking at implementing Version One's electronic authorisation and automated data capture systems for further process automation.”

About Us