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London Ambulance ServiceNHS Trust
Towards a Paperless OfficeTowards a Paperless Office
Use of Integra’s Invoice Approval System
&
Attachment Manager
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London Ambulance ServiceNHS TrustBackground to the Trust
• Trust provides response to all ‘999’ calls within Greater London (659 sq miles).
• Turnover of £217m• Transaction Volumes
– Invoices• 33,811 invoices associated with POs• 20,199 non-PO invoices
– 10,040 remittances– >220 journals per month– 716 active cost centres– 959 active expense heads– 151 budget holders– Operate from 70 sites
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London Ambulance ServiceNHS Trust
Use of IntegraLONDON AMBULANCE SERVICE NHS TRUSTOutline of Financial Systems
H:\Work\Flow charter\Finance Systems.igx 22/05/200609:48:47
Financial Ledger
EROS Purchase
Order
Purchase Ledger
Sales Ledger
PTS System
JournalsManual& PC
generated
SRC Budget Planner
Fixed AssetManagement
Crystal Report Writer
Cash Management
Lloyds Link
Payroll & Personnel
System
Resus
Payments Receipts
Internal Interface
Electronic Interface
PC File Interface
Manual Interface
Order& GRNDetails
Confirmed Invoices
Invoices
ECRDetails
Actuals&
Budgets
CapitalCharges
Initial Budgets(Total or profiled)
Banktransactions
Offload forbudget setting
Reports on anypart of IntegraKey
Integra Module
External System
Pay expenditure & Manpow er data
NHS Logisticsorders
NHS Logisticsorders
Requisition & Supply
Order& GRNDetails
GRN Details
Invoice Approval System
Invoices w ithout
Purchase Order
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London Ambulance ServiceNHS Trust
Why Implement IAS & Attachment Manager?“The Problem”
• PSPP poor (74%).• Stake Holder Review – Strategic Suppliers.• Increase in numbers of invoices.• Pressure to reduce back office costs.• Problematic internal mail system & lack of
invoice tracking.
![Page 5: London Ambulance Service NHS Trust Towards a Paperless Office Use of Integra’s Invoice Approval System & Attachment Manager](https://reader036.vdocuments.site/reader036/viewer/2022070308/551bbd75550346b4588b4829/html5/thumbnails/5.jpg)
London Ambulance ServiceNHS Trust
Demo
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London Ambulance ServiceNHS Trust
Approach
• Discussions with iBS.
• Discussions with IM&T.
• External approval.
• Scanner testing
• Software testing.
• Went live on with scanning on 1 May 2005.
• Procedure & training notes
• Management Accountants trained non finance staff.
• Went live on with IAS on 6 November 2005.
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London Ambulance ServiceNHS Trust
Authorising via Email
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London Ambulance ServiceNHS Trust
Approve/Reject Invoice Screen
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London Ambulance ServiceNHS Trust
Reminder E-Mail
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London Ambulance ServiceNHS Trust
Invoice Approval System Status Report
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London Ambulance ServiceNHS Trust
Lessons
• Cultural– “Finance not our problem”
• Poor wording of e-mails• Get the intervals between e-mails right.• Poor spread of training• Escalation not a deterrent• Along side other actions• Did make savings in time and cost.
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London Ambulance ServiceNHS Trust
Demo
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London Ambulance ServiceNHS Trust
Journals
• Why Journals?– Poor filing of documentation.
– Storage space.
• Approach– Testing
– Procedure & training notes
– Finance staff trained
• Lessons
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London Ambulance ServiceNHS Trust
Next Steps
• Cost centre files• Purchase Orders• Sales Ledger
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London Ambulance ServiceNHS Trust
Software Improvements
• Link to Crystal Reports• Full user editing of workflow wording• Budget Uploads