16 October 2023

Document Management with Sage Saves Hours of Work at Year End

Working in a school finance team, have you or your staff ever spent a morning looking for a particular invoice that your accountant or Governor has asked to see?

The other day we were discussing the so-called “Paperless Society”. I think we‘re all agreed that will never happen, but the conversation turned to how much time we are still wasting handling and filing paper unnecessarily and then trying to retrieve it. And ironically, isn’t it ALWAYS that one particular invoice or credit note we need that’s been misfiled?

When it comes to year-end, you need every financial document available for your auditors in case it’s requested.

Our thoughts turned to the old days of filing cabinets full of lever arch files with paper invoices, trawling through to find one or two that have been requested out of hundreds.

Not to mention the time spent shredding the old documents when the time comes!

Although it’s not just the “old days” – it still happens everywhere.

And of course, it’s not just at year-end: paper communication is ever-present in school finance and administration.

How to Escape the Filing Treadmill

Document Management software has been designed so that the school’s financial documents can be saved and filed in Sage. Surprisingly, many schools are still using a manual filing system, which is no longer a legal requirement. Instead, hours of time and effort can be saved by filing copies of the paperwork against the relevant accounts record within the software.

You can:
  • Save documents from emails and save them in Sage
  • Scan paper documents and save them in Sage
  • View the documents at any time on-screen at the click of a button
  • Export the documents from Sage and resend if required
  • Find filed documents quickly in Sage – and so can your accountant if you allow them access!

Which documents?

Any document can be stored against a transaction – sales orders and invoices, purchase orders and invoices, credit notes, signed delivery notes, letters and so on.

All you need is the software and a scanner facility for any paper documentation that comes in. These days, most printers have a scanning facility and the software is integrated with Sage, so for you, it’s just buttons to click.

How Does It Work?

It’s ridiculously easy.

Three Simple Buttons in Sage 200:

1. Show Document: View documents you’ve filed previously
2. Add Document: Attach a document from a file on the network or your PC
3. Source File: Scan a document straight into Sage
Supplier Transaction-Enquiry

I Like Filing

REALLY? OK then. But if not, you might consider the following:
  • Do you need documentation from colleagues based in different locations?
  • How quickly do you want to access documentation from other departments when you need it?
  • How useful is it to be able to see the relevant document at the transaction level in Sage?
  • What can you be doing instead of chasing the paper trail?
  • How much money can you save on stationery and printing?
  • How much more space will be freed up in your office without filing cupboards?
  • What are the destruction costs for old documentation?
Have we convinced you yet? If not, read on.

The University of Brighton Academies Trust

The University of Brighton Academies Trust has 15 academies, all of which raise their own purchase requisitions, orders and invoices.

The Trust Central Office is responsible for some purchase authorisation and all invoice payments (amongst many other things!)

Sandra McKenzie, Finance Manager for the Trust gave us a bit of an insight into how having an electronic Document Management solution for Sage has helped enormously to manage their processes:

“Document Management works well for us in several ways. The schools raise their purchase requisitions, which are instantly accessible centrally.

The same goes for invoices. The schools receive their own invoices and scan them in so we can pay suppliers centrally. We process around 100 to 150 invoices in a normal week, so this considerably reduces the cost of printing as well as saving time.

As a result of attaching all invoices through the document management system, we now create a BACs Payment file which contains all the invoices in readiness for the central payment run. We keep those files so that at year end our auditors can easily see any invoice they choose almost instantly.

The academies also provide us with Year End Workbooks for accruals etc. It’s easy then to cross reference them with the orders in Sage and ensure the documentation has been attached and that everything is accounted for.

Because of this we already have all the documentation saved for our auditors, who can access it in situ, whereas previously they would have had to visit each academy to verify the documentation.

In the first six months, we maintained paper documentation, but soon found it wasn’t necessary, because we could see all that information we need against the transactions in Sage

Apart from quick and easy access to all documentation as we need it, we have saved considerably on stationery and printing costs and no longer have to allocate large areas of the office to filing”  

What our customers say

  • Dayta are always available to support you with efficiency and a smile. The Academy Reports are excellent and recognised by our accountants who can easily create our year end accounts from the system. Having used Sage and the Academy Reporting I haven’t found any limitations in its use and would be happy to recommend the Dayta system to other Academies.

    Eva Evans

    School Business Manager | Bentley Heath School
  • We started as a single secondary school academy and have grown over a period of 4 years to a Multi Academy Trust. Dayta have been with us from the outset giving excellent support and guidance on the Sage Finance and Academy Reports packages. As our Trust continues to grow and our requirements change it is refreshing to work with professionals who want to solve our development needs.

    Mrs S Thomas

    Accounting Manager | Community Academies Trust
  • The moment we met the team at Dayta, we knew that we were going to receive the services of a competent, knowledgeable and responsive organisation. They clearly demonstrated the capability and desire to continually develop their product and provide ongoing support and improvement – a feature we found traditionally absent in the educational finance software package market.

    Adam Miles

    The Woodlands Academy
  • I know that there is support at the end of the telephone if required. From day one, Dayta have provided a friendly and customer-focused service. I am happy to recommend them.

    Fiona Mason

    Business Manager | Hockley Heath Academy
  • Dayta have provided us with an excellent service that has met all our software needs. I would definitely recommend them to other businesses.

    David Silvester

    Financial Controller | Waddesdon The Rothschild Collection
  • We have been particularly impressed with the wealth of knowledge this company possesses and the extremely positive and practical manner in which our questions are answered. With this in mind we would have no hesitation in passing on our recommendations.

    Mike Cussell

    Managing Director | B-Loony
  • We’ve now been with Dayta for a few years and during this time they have always impressed me. Not only do they have a great knowledge of the Sage packages, they offer a great service, always helpful, efficient and always deal promptly with my enquiries. In summary we are very pleased with the service they offer.

    Chris Thomas

    Director | R&JP Internation
  • We have been using Sage 200 since 2011 and are very pleased with it. We chose to move from Sage 50 to Sage 200 because the latter has a lot of much better features and was perfect for our needs. The migration was completed quickly and efficiently. They are quick to respond and very efficient at what they do – we have had no problems with our choice!

    Karen Allen

    Finance Manager | Halma
  • We implemented Sage 200 and the associated Project Accounting module to enable us to accommodate the growing size and complexity of our business and, at every stage in the process, Dayta impressed us with their obvious expertise and knowledge. Over time they have become one of our most trusted and important business partners.

    Chris Calnan

    Finance Lead | PharmiWeb Solutions
  • I have been very impressed with the service received from Dayta.  They were most helpful at the setting up of the project, suggesting various solutions to our requirements and, in particular, have been extremely accommodating when dealing with our bespoke reporting requirements.

    Gill Gimes

    Myton Hospices
  • We wanted to upgrade from Sage 50 to Sage 200 and approached Dayta, who calmly reassured us that our plans could work and offered workable solutions to our more demanding requirements. Dayta delivered the project on time, provided appropriate support to our staff throughout and continue to deliver a professional and knowledgeable service to us. I thoroughly recommend them.

    Ross Baker

    Financial Director | Orange Genie
  • An enlightening day, giving us the confidence and courage to tackle those reports and layouts that we always wanted.

    Joanna Roberts

    Financial Controller | Thameswey
Dayta is a specialised Sage Business Partner, offering a range of services from tailored Sage add-on development and comprehensive support to streamlined implementation and training of Sage products for both education and commercial sectors.
Dayta logo mainSage Partner Badge
linkedin facebook pinterest youtube rss twitter instagram facebook-blank rss-blank linkedin-blank pinterest youtube twitter instagram