Bristol based ALD Automotive LTD is part of the ALD Automotive group, operating across 40 countries and is an international leader in vehicle leasing. Managing well over a million vehicles, the group is the second largest vehicle leasing company in Europe and third largest worldwide.
In 1999 ALD Automotive UK implemented Documation’s Document Management solution to file and retrieve vehicle documents. Since 1999 more than 1,500,000 documents (comprising more than 80 different document types) have been processed through this solution.
The new requirement was to automate the vehicle pay out process dealing with 30,000+ packs of varying numbers of individual documents each year, with the solution to integrate with ALD’s Dealer Services Interface (DSi).
Dealers and brokers create quotations using the Dealer Services Interface. Once a quotation is accepted and the customer underwritten, contract schedule and hire agreement documents are prepared and printed.
Dealers scan the document pack pages along with supporting documentation to be uploaded via DSi back to ALD and imported automatically into the Documation solution.
Digital Mailroom extracts the quotation number to obtain from DSi quotation details and the type and number of documents required for that particular deal.
Using OCR (optical character recognition) the solution analyses each page to ensure that the document belongs to the pack and is relevant to the quotation number.
Pages are indexed according to type, and a check made to confirm that all required documentation has been included, with dealers/brokers automatically notified of omissions via email. Processing is put on hold for any packs with missing documents.
Automatic re-sequencing ensures that associated documents are placed together and that types of document are ordered according to importance and priority, with a user interface provided to enable evaluators to re-sequence documents and/or reclassify document types should they wish.
The solution interfaces with the ALD dealer system for information as required and updates DSi with the deal status each time an action is completed.
Validated packs are forwarded to the relevant ALD team to process.
Pages requiring signature on deal execution are identified by the solution. Each team member has a digital signature stored within Digital Mailroom and on deal execution this signature is stamped in the relevant places.
“Documation provides a very, very good service with a very good system and I’ve always felt very supported. The fact that they’ve got the same team that’s been there since we started this project is invaluable.”
Andrea Hargate, General Ledger Manager
‘’We reviewed a number of potential suppliers as we wanted to select a best-in-class product provided by committed supplier. Documation stood out from the start with an excellent P2P solution but also the confidence and experience to deliver what we needed. As such Documation were an excellent choice.’’
Craig Tellwright, Head of Financial Services
“The Documation team provided fantastic support before, during and after deployment. They worked well with a range of stakeholders across the Council, including our IT team and Procure to Pay teams. They understood our challenges and the scale on which we operate and were able to implement a solution which met our needs effectively as well as providing support and problem-solving at crucial points. “
Patrick Tipton, Senior P2P Projects Officer
“Documation are really approachable, even when we were working through the issues, they really listened to what we needed and worked hard to understand the process and any problems, and they have been a great partner to work with. “
-Lesley Brown, IS Product Manager at NWG
“Of course, when choosing a new system, it is difficult but I absolutely love Documation, it’s a very simple tool to use, it is intuitive and the functionality was exactly what we were looking for.
Auto matching and auto distribution are two of the most time saving functions that an AP Team could wish for”.
-Liz Coffey – Accounts Payable Manager at Weetabix
We chose Documation as our AP Automation provider because they are a UK based software development company, and had an expert support team, along with powerful software that exceeded our requirements. Documation are efficient, user friendly and always offer their help and support.
-Rachel Heys, Accounts Payable Team at Agrovista
“Documation’s experience and depth of knowledge was evident, every base had been covered, it has clearly been built by AP Professionals with an understanding of the problems that Accounts Payable face on a daily basis, and the match query solution was a clear winner!”
-Liz Coffey Accounts Payable Manager at Weetabix
“One of the real key things for us was Documation’s understanding of what our requirements were which made it really easy for us to get the solution that we wanted. They listened to our needs and offered advice and recommendations in line with our budget.”
Kerry Bailey, Strategic P2P Manager
“Documation are customer focussed and approachable. They are well balanced between delivering a service, demonstrating their expertise whilst always listening”
Nancy Easey, Central Finance & Project Improvement Manager
“A massive thank you for all Documation have done thus far with our project. I know we aren’t the easiest client but I am genuinely excited about the system and its implementation.”
Ian Westlake, Head of Procurement
Documation can provide a solution to almost any Information management or document processing challenge Contact us now to find out how we can help.
