With 150+ stores and growing, Grocery Outlet is the largest discount grocery chain on the west coast of the United States. Headquartered in Berkeley, California and established in 1946, they are a third-generation family run business, with most stores operated independently by local families.Like most grocery retail operations, Grocery Outlet’s head office is faced with the challenge of managing, processing, storing and retrieving multiple document types on a daily basis. Drowning in paper, storage costs and time wasted in the tracking and retrieval of mission critical documents, Grocery Outlet needed a document management and workflow solution. The chosen solution would also need to integrate seamlessly into their Multiview® financial software in order to help manage their growth effectively.
The FileNexus™ Document Management Solution—Multiview® financial software’s strategic third-party solution for document management— allows organizations the ability to capture virtually any type of document from any source (i.e. paper records, electronic files such as host generated reports, emails and so on), index and compress them for secure archival and future recall – providing a single cohesive repository for all document management, workflow and retention needs. With a complete integration into Multiview®, Grocery Outlet was able to safely expand document management well beyond the finance and accounting departments into other areas of the business.
Grocery Outlet currently uses FileNexus™ for the electronic capture, approval and workflow processes related to purchase orders, invoices, A/R receipts, journal entry supporting documents, store inventory reports, sales reconciliations and personal property tax returns, to name a few. All of these documents are now tracked efficiently through the workflow life cycle, are securely archived and instantly retrievable at the click of a mouse.
“Aside from the paper, printing and storage savings, the biggest benefit FileNexus™ has given us is the ability to track documents as they go through the various approval processes. Before, files were consistently getting lost. With FileNexus™, that just doesn’t happen anymore.” – Greg Hennig, Controller, Grocery Outlet
Grocery Outlet also uses FileNexus™ for the processing of over 2,000 vendor invoices, and 1,000 expense invoices a week. The full automation of the entire A/P process is the next logical step. With the electronic capture of purchase orders, receiving documents, and invoices already taking place, the plan is for FileNexus™ to reconcile these documents and automatically pay invoices where dollar amount and paper work match. This is one of a number of future plans Grocery Outlet has for the FileNexus™ program.
For more information on Grocery Outlet, please visit their website: www.groceryoutlet.com
The FileNexus Document Management System gives organizations, both large and small, the ability to capture virtually any type of document from any source (i.e., paper records such as maps, drawings, manuals; electronic files such as host generated reports, client statement streams, IVR recordings, emails etc.), index and compress them for secure archival and future recall—providing a single cohesive repository for all document management, workflow, archival and business continuity needs.