Invoice approval is integrated with rest of accounts payable process, and invoices can be accessed via systems like SAP or JDE.

TokOpen in action – a case study

TokOpen is currently being used by a major Japanese multi-national, with multiple office locations in UK. One office processes purchase invoices for all other offices in UK, and they are initially processed using Oracle Financials system. For all new invoices, a barcode is generated and attached to each document.

An Accounts Clerk then scans all documentation into TokOpen. This is carried out from a dedicated scanning and indexing workstation, using TokOpen Sorting Office.

All documents are stored here and then uploaded on a daily basis to TokOpen server, which is at another UK office location. Sorting Office reads barcode and then looks up original data in Oracle to extract additional index data such as invoice number, supplier number and site code.

Standard browser access

Most documents are retrieved via users’ standard Web browser, using TokOpen Web, and a total of 260 staff use this means of access. A restricted number of users also have access to TokOpen Desktop, and access is provided to individuals based on an approval hierarchy.

Invoices are handled using an efficient electronic workflow process. Once scanned, Invoice Status is set to Invoice Received. TokOpen ensures that users can only view documents that have been assigned to them in a particular workflow.

A strict authorisation hierarchy is in place, based on size of invoices being handled. So if a member of staff attempts to authorise an invoice that exceeds their authorisation limit, TokOpen automatically routes it to a staff member at next authorisation level. This continues up authorisation hierarchy until invoice reaches a member of staff who has had clearance to sign off that invoice value, and payment is completed.

TokOpen brings together powerful and efficient document management, with easy-to-use, Web-based access.

#5 Make it positive sounding - optimistic

#6 Make it changeable - "Apex Software" might want to start selling hardware someday.

#7 Make sure it doesn't confuse you with someone else

#8 Make it attract kind of customers you want -"equi- store.co.uk" sells all sorts of equestrian products to horsy set.

#9 Make it fun, (if it's appropriate for your business) - "Curl up and Dye" - not for baldies

#10 Make it quirky - egg.com - would you believe it's a bank

Here are some suggestions to help you choose a name:

#1 Brainstorm - think about how you want people to feel when they see or hear your name

#2 Think of humorous aspects of what you do

#3 Check other names and trademarks on internet

#4 Check domain names

#5 Does your name sound cheap or expensive

#6 Think about picking a name that starts with "A." That could be important if you want to be listed in a publication such as Yellow Pages

There are books you can buy and software you can use to help choose a business name. Check out this book:

The Name's Thing: Creating Perfect Name for Your Company or Product Henri Charmasson