Case Study: General Accounting Files The Situation A Fortune 500 diversified manufacturing corporation processes thousands of journal entries and monthly reconciliations each month. The staff entering the journal entries are in seven different states, and their outside auditors consistently raise red flags about missing and incomplete documentation. The Challenges Our client came to us with two key objectives: ensure that each documentation packet included several different components (calculation worksheet, approval signature, and supporting documentation) and that documentation for every journal entry was accounted for. The Solution Pickup: After each monthly close, National Scanning picks up the journal entry documentation from each of the client locations. An extract from their GL system is sent to us electronically that lists every journal entry made. Processing Each record is scanned upon receipt and tagged by GL Account, Journal entry number, date, and amount. The scanned records are output to an encrypted DVD, which is loaded by the client onto their server for access by all authorized employees. Auditing: This is where the National Scanning accounting records scanning services truly shine. Utilizing a combination of advanced character recognition technology and a team of document auditors, we confirm that the required documentation (worksheet, approval signature, and supporting documentation) is included in each entry. Defects are noted and a report is presented to management. The listing of scanned documents is compared to the extract from the client GL system, and missing documents are identified and presented to management as well. The auditing process gives the client the opportunity to find missing documentation or prepare a replacement. The new documents are then sent to National Scanning, where they are scanned along with the original documents. This entire process takes just a few days. Typically, the final DVD is sent to the client within a week of monthly close. The Outcome By auditing documents on the front end and saving them to a secure server, our client can trust the integrity of their files. The Director of Corporate Accounting remarked “I feel so much better knowing that when an auditor asks for information that it will be there! Plus, accessing the files is so much easier – it saves me and my staff countless hours each week researching transactions.” All and all, a very successful engagement (the client has been with us for three years now!). If you have similar challenges, please click here to review your project with a qualified representative. Footnote: National Scanning respects the privacy of our clients and does not include the company name in case studies. Please contact us and we will be happy to put you in touch with the client to discuss the advantages of scanned documents and to share their experience with us.
 Related Services Contacts
Thank you for the opportunity to work together.
 Contact us online about our scanning services or call (888) 211-1797 for more information
|
(888) 211-1797 
Can't find what you're looking for? 
Our Locations
Scanning Services | Medical Records Scanning |
Litigation Support | Document Management