Accounts Payable and Enrolment forms

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Stephanie Mottershead

Dear Aberdeen College,

1. I would like some information about the college’s current Accounts Payable processes, please indicate:

_where the Accounts Payable team is currently based and if centralised?
_ which finance system/accounting software the finance team uses to process supplier invoices?
_ how many suppliers do you have?
_ number of staff manually processing the invoices?
_ volume of paper and electronic invoices processed per annum?
_ are paper invoices scanned at all? Before or after payment?
_ any plans to look at invoice automation/ OCR scanning in the next 6 months to a year?
_ If OCR/ Invoice automation systems already in place please indicate name of supplier

2. And finally, please let me know how many enrolment/ student admissions forms you receive per annum?
_Do you receive them by post, fax, email or online?
_Are they manually processed by a team of people (i.e. is the forms data manually keyed in into a database)?

Yours faithfully,

Stephanie Mottershead

MAY PAULINE,

Dear Ms Mottershead,

Thank you for your request for information below. The information you
have requested is as follows:

· where the Accounts Payable team is currently based and if
centralised? The centralised team is based at the College’s Gallowgate
Centre

· which finance system/accounting software the finance team uses
to process supplier invoices? PECOS Internet Procurement Manager

· how many suppliers do you have? c1,200 per annum

· number of staff manually processing the invoices? Two members
of staff (1.5 full time equivalent)

· volume of paper and electronic invoices processed per annum?
c12,000

· are paper invoices scanned at all? Before or after payment? No

· any plans to look at invoice automation/ OCR scanning in the
next 6 months to a year? No

· if OCR/ Invoice automation systems already in place please
indicate name of supplier? N/A

· how many enrolment/ student admissions forms you receive per
annum? Approximately 17,000 full-time applications were received for
academic year 2010-11. To date, approximately 14,500 applications have
been received for academic year 2011-12.

· do you receive them by post, fax, email or online? Students
can either apply online through the College website or complete a paper
application form. Paper application forms can be submitted as originals
by post, faxed, or as an attachment to an email.

· are they manually processed by a team of people (i.e. is the
forms data manually keyed in into a database)? Paper application forms
are processed manually. Online applications feed directly into the
College’s online student records system.

I trust that this answers your query, however should you require any
further information please do not hesitate to contact me.

Regards

Pauline May

Planning Manager

Aberdeen College

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