MHC Software, Inc.

More and more organizations are converting their paper documents into electronic images for simplified retrieval and storage. Once stored electronically, documents can easily be located, printed or sent via e-mail.

Some of the primary drivers for this transition are:
• Fewer incidences of lost records
• Reduced need for storage space
• Easier record management
• Less time spent searching for documents
• Increased security and accessibility

Research demonstrates the economics of paper documents versus document imaging:
• Documents cost about $20 each to file manually (source: Gartner Research)
• Documents are copied, either physically or electronically, an average of 9-11 times at a cost of about $18
• The average executive wastes 150 hours per year looking for lost, misplaced, misfiled or mislabeled documents
• Misfiled documents cost about $120 to retrieve

Image Express provides a low-cost imaging solution that scans and archives vendor invoices, HR documents, purchase orders and more, capturing invoice images and indexing them as the information initially is entered into your ERP system.

Authorized users can retrieve invoice images through a standard Web browser or from within the ERP system. Document searches are customizable by established fields such as invoice number, invoice date, voucher number, general ledger account and purchase order number.

Image Express allows users to create image groups as needed, providing user access based upon image group. Even users within an image group can have different levels of access to document types. Authorized users may customize up to 40 look-up indexes.

Multiple levels of security are available based upon image groups, document type or both. Document retrieval can be based on any available index; all documents matching the look-up criteria are returned.

Authorized users can display PDFs of scanned documents or print all documents that match the look-up criteria in one click, edit or correct look-up indexes on any document, and print or e-mail documents directly from the browser/viewer.

Image Express provides an audit history of each document — when it was scanned, indexed or viewed, and the users who performed the function.

Manual index capabilities allow companies to expand the electronic file cabinet to include Human Resource documents, contracts, purchase orders and more.

Solution Benefits
• One affordable, turn-key system provides all of the benefits of document imaging and archiving
• Requires no additional equipment purchase — only a standard scanner and PCs are needed
• Eliminates double entry by interfacing with many ERP systems to automatically obtain index values from transaction entry screens
• Provides various image group and user security levels, ensuring only authorized users can retrieve and view sensitive documents
• Offers complete order-to-pay visibility, automatically indexing output from Document Express (i.e., AP checks and POs) with invoice images
• Adds new image groups quickly and easily for maximum flexibility and scalability
• Allows you to expand applications for HR Documents (W4s, employee applications, etc.), contracts and more

Reduce or eliminate storage space required to retain paper documents while providing better service to your internal customers. Imaging and archiving applications include:

• Invoices, check requisitions, purchase orders, expense reports
• Independent contractor forms
• Signature cards
• W-9 forms

• Human Resources documents
• Employee personnel files
• Benefit files
• Retirement files

...And more!!!

Service and support by MHC Software
Our commitment to superior quality and customer service comes with a 100% customer satisfaction guarantee. The turn-key system allows us to design, implement, test and enter into production within 30 days. Once implemented, our comprehensive maintenance plan ensures you of excellent support and value. The annual software maintenance plan includes changes to the software required by an ERP upgrade, software upgrades and improvements, software support, and ongoing compatibility with ERP applications. Our commitment to keeping you in sync with the ERP system is just one of the ways we exercise the motto, “Get a customer and keep ‘em forever.”