Ohio Transmission Corporation, now known as OTC Industrial Technologies, was established in 1963 as a small industrial distributor of mechanical power transmission equipment and pumps. They now have many locations across the Midwest, South, and Northeast, along with numerous service shops with the following two major operating divisions: OTP Industrial Solutions and Air Technologies.
“When we approached DataServ, our process was disjointed, and we had a three-week document processing backlog. We would have considered it a win to reduce our backlog to just one week. Today our backlog has been reduced, and we don’t consider that a win … we consider that a slam dunk!” - Randy Cummiskey, Controller
OTC’s process was paper-centric, cumbersome, and inefficient.
SaaS OCR Data Capture - Invoices are sent to DataServ from any source, in any format, and then the document processing machine captures data fields and the invoice image. Data is ready for processing within 24 hours.
Automated Workflow Processing - All non-PO invoices are routed to the appropriate stakeholders for coding automatically through an approval matrix.
Automated 2 and 3-way Matching (AutoVouch ™) - Documents with problems/issues are assigned an exception status and automatically routed based on your specifications for resolution.
Unparalleled Direct Ship Capabilities - When direct ship invoices are received, DataServ sends a flag to OTC’s receipts module, indicating the goods were received by the manufacturer, and signals the system to automatically generate invoices out to customers.
Document Retention and Storage Management - Once processing is complete, DataServ retains document images and links to OTC’s ERP for easy reference.
DataServ eliminated OTC’s manual tasks with their document capture, exception, and retention workflow process. Their solution was tailored with a direct ship automation integration and executed this plan as part of the project rollout, making ‘going paperless’ The SaaS-based data capture provided them with 99% pre-ERP data accuracy as opposed to the 60% provided by their previous system.