Document Imaging and Management Made Easy
Digital billing and accounting offers numerous benefits to utilities, including increased search capabilities and a decrease in physical storage expenses. But many utilities still store their records in a paper format, with rows and rows of filing cabinets to contain older documents. To help our customers save space and money, SEDC has teamed with Comsquared Systems to provide a fully-digital solution to storing records, reports, and documents of all types.
This revolutionary imaging system interfaces with UPN, our utility software suite for CIS billing and BIS accounting solutions. Instead of printing documents and saving them as paper files, users can now store documents and reports in an intelligent, clickable format. All pertinent data is saved in the exact same format as UPN – including dates, locations, names, invoice numbers, amounts, account numbers, and more! Plus, these electronic forms have full text search capabilities, resulting in quicker inquiries, and can be viewed by more than one user simultaneously. Documents that can be saved include:
- Purchase Orders
- Vendor Invoices
- Member Bills (duplicates of paper bills sent to consumers)
- Check Processing
- Cash Letters/Bank Deposit Slips
- Service Orders
- Staking Sheets
- Material Tickets
- HR documents
- Custom and Online Forms
- Monthly and Annual Billing Histories
- And much, much more!
Once saved, all documents can be faxed, e-mailed, or printed instantly. Items may be saved for as long as you wish, and a multitude of personalized options are available. For example, you can set it to automatically creates a digital copy of any document you print from UPN – including checks! And for forms that have to be approved by more than one supervisor, an intuitive tracking system sends the documents to each person to approve, in an order determined by you. (It can even send e-mail reminders to individuals who have not approved the document within a certain window of time.)
Of course, the safety of your documents is of the utmost importance, which is why all archived items are password protected. Special documents can also be saved to a private, encrypted Executive Suite index, ensuring the highest security. So stop the paper chase, and let SEDC’s Document Management create a secure, digital filing system for your utility.