Founded in 1906 and based in Alabama, Red Diamond is one of the three oldest coffee and tea companies in the U.S. Today, Red Diamond serves customers with more than 6,000 food and beverage service products. As their business continues to grow, so do their document automation demands.
Red Diamond handles 2,000 monthly invoices and receives most of these by mail. The company also implemented Microsoft Dynamics AX, a new Enterprise Resource Planning (ERP) solution. These two factors drove the need for document output and accounts payable (AP) automation solutions. In addition, manual processes resulted in a lack of visibility for AP processes, delays, inaccurate vendor communications, and inefficient invoice tracking document retrieval.
Red Diamond was initially introduced to Bottomline Technologies when they were implementing Microsoft Dynamics AX. Bottomline’s form solution was highly recommended to them as a part of the initial implementation to help reduce the time and costs associated with going live with forms and branded documents.
After reviewing several options, Red Diamond selected Bottomline’s accounts payable invoice processing solution, Transform AP, for its tight Microsoft Dynamics AX integration, in-house SharePoint expertise, and easy-to-use interface. Combined with Bottomline’s Create!form® for Microsoft Dynamics AX, Bottomline’s accounts payable invoice processing solution bridges an invoice processing gap by bringing paper and electronic invoices into one system where they can be processed through a highly visible AP system with a nearly instantaneous approval process.
Bottomline’s document output and AP automation greatly improved Red Diamond’s finance and IT productivity. The solution also increased invoice processing efficiency and reduced costs, improved workflow, exception processes, and visibility into invoice status, audit history and reporting. And with an improved 3-way PO match process, invoices are scanned in, fingerprinted and matched up by Transform AP to reduce errors.
“Before automating, our AP manager’s desk was a disaster, and each manager had to receive and comment on paper invoices. Now, with just a few clicks, invoices are routed and approved in a matter of minutes.”
—Rolf Van Rijn, VP of Information Technology, Red Diamond, Inc.
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