Hume Housing – Continia Document Capture Applications Case Study

Hume Housing – Continia Document Capture Applications Case Study

Hume Community Housing Association Co Ltd (Hume Housing) builds new properties, manages tenancies for owners, and provides services to diverse customers through a range of partnerships. Hume also supports customers to maintain their tenancies, build resilience, participate in life, and to reach their full potential.
To do this, they have partnerships with a range of services and organisations including social service providers, other community housing providers, financiers, developers, real estate agents, and government agencies.
For such a complex set of business activities and rules, after a product evaluation, Continia Document Capture was chosen as the best and most comprehensive end-to-end add-on solution for Microsoft Dynamics Business Central (or NAV) that scans, extracts OCR-data, registers, posts, and archives all types of documents with full-text search capability. PDF files are automatically downloaded from predefined e-mail addresses and processed using award-winning OCR technology - with no user involvement at all.

Paper documents are scanned using a desktop or network scanner and follow the same flow as PDF files. All relevant information on documents is automatically transferred to the corresponding fields in Microsoft Dynamics Business Central or NAV, making it fast and efficient to register incoming documents.
Continia Document Capture Case Study

The Innovation, complexity and significance of this project

The selection of Business Central for this Australian business rested on four main factors of:

1
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In a complex field of diverse clients, private sector providers, and both not for profit and government partnerships, Hume needed a solution to increase financial accountability across all areas where the business had already adopted Microsoft Dynamics NAV (former name of Business Central) ERP.
2
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Dynamic Aspect deployed Continia Document Capture within the Dynamics ERP environment to streamline and automate every step of Hume's daily document handling - from receiving and registering a document, to posting and ultimately retrieving previously processed documents from the digital archive. Continia provided full recognition and automated processing of Purchase order related and non-purchase order related invoices.
3
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The solution was designed for Microsoft Dynamics that scans, extracts OCR-data, registers, posts, and archives all types of documents with full-text search capability. PDF files are automatically downloaded from predefined e-mail addresses and processed using award-winning OCR technology - with no user involvement at all. Paper documents are scanned using a desktop or network scanner and follow the same flow as PDF files.
4
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All relevant information on documents is automatically transferred to the corresponding fields in Microsoft Dynamics NAV (Business Central), making it fast and efficient to register incoming documents.
Processing and managing purchase invoices was streamlined with a wide range of new features such as automated vendor detection, documents overview, inward registration and much more Using 3-way matching, invoices are matched automatically to existing purchase orders or receipts, as well as posted if amounts are within predefined thresholds.
Dynamic Aspect

The SOLUTION

Dynamic Aspect quickly implemented Continia Document Capture software which integrates seamlessly into Hume Housing's accounting solution, Microsoft Dynamics NAV (Business Central). Dynamic Aspect was able to help Hume Housing automate nearly all of their daily invoice document handling - from receiving and registering the payables, to posting and ultimately retrieving previously processed documents from the digital archive.
The time savings are most noticeable by not having manual data entry errors.

How has Continia Document Capture software delivered real outcomes for the Client?

Dynamic Aspect worked with Continia Software and Hume Housing to deliver a positive customer experience simply by designing the right solution, and delivering the client outcomes described on time and on budget.
Prior to Continia, all the departments would collect all their invoices, and send them to a central location by various means. Each invoice was handled several times just to get the check cut. Now the payable is scanned, which automatically enters the transaction and saves the invoice into the digital-file archive. The paper copy isn't needed anymore. That's the time savings come in, plus reduced errors and rework.

The digital archive in Continia Document Capture contains all PDF files and scanned documents, which can easily be accessed from relevant places in Microsoft Dynamics NAV (Business Central).
You can open the original PDF invoice from the posted invoice card or general ledger entry screen in Microsoft Dynamics NAV.

The digital archive is fully indexed which mean you can search for any text on documents, even if the information has not been transferred to a field in Microsoft Dynamics NAV. This makes it possible to search for a specific reference number, serial number or any other information on purchase invoices and other documents.
Continia has been a valuable solution in our digital transformation journey. It has helped streamline our Account Payable processes resulting in increased output and data accuracy with less resource. We are delighted with the team at Dynamic Aspect. They have consistently demonstrated their ability to deliver suitable solutions for our organisation on time and within budget.
- Lee Huynh
Senior Manager, Technology at Hume Community Housing