Project Description

Discovery ParksDiscovery Parks

Accounting Software:

Discovery Parks saved more than $500,000 in costs with Acumen Data’s CAAPS solution.

The Challenge

Each of the 31 Discovery Holiday Parks received invoices from suppliers and processed them manually before mailing or faxing them back to head office. Often invoices were lost, couldn’t be tracked and the process was highly inefficient, with accounts payable staff at head office having to systematically log and process all emailed, faxed and mailed copies.

The Solution

Acumen Data developed a tailor-made solution for Discovery Parks involving a Complete Automated Accounts Payable Solution (CAAPS) that reads and interprets every faxed, scanned and emailed invoice from each park and processes them through the IT system.

The program only alerts Discovery Parks when there are exceptions, greatly reducing processing time, errors and cost. Acumen Data set up around 30 business rules for different regional managers and different properties, including rules around capex vs opex, and who has authorisation to approve which expenses.

The Result

With the help of CAAPS, Discovery Parks has consolidated the accounts payable process from 31 individual businesses into one online solution, which has saved around $500,000 in account processing since the organisation started working with Acumen Data in 2008.

“We have reduced our administrative team by five full-time employees and we save considerable amounts on postage since we don’t have to buy and send 40 Express Post bags per week,” said Mrs Jarrett, Discovery Holiday Parks’ Chief Financial Officer.

“The system reads embedded business rules, processing items such as the Australian Business Number and filing it by category – for example a laundry invoice would go to housekeeping. All of this saves time – it’s only when there’s an anomaly that the system alerts us, instead of having to check every invoice manually.”