Digital Check/Payment Search Program

About the Program

Category: Financial Management (Best in Category)

Year: 2009

This program was established to expand accuracy, accessibility, and search ability within an existing digital imaging process for accounts payable payment documents. The existing process required that specific information be manually entered into template fields and required the person retrieving the document to know specific key information. Now, a copy of the actual check payment is digitally uploaded into a document imaging system after the check has been printed for mailing. The search fields of the document imaging system are electronically updated, thereby saving time, improving accuracy, and increasing the number of searchable fields. Documents may be retrieved by any employee in the County through a link on the County’s Intranet and by entering one of five options: check number, vendor name, activity code, invoice number, or purchase order number. The “View Payment Package” option retrieves the document. Savings have been realized in copy costs, storage costs, and staff time for filing and retrieval costs, as well as productivity. Real dollar savings are estimated to be greater than $30,000. The speed of retrieval as well as the copy-clarity and the improved accuracy makes this program a unique and beneficial system to every department and employee in York County.