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Workflow Automation Experts at Metafile Provide Insights For Fiscal Year End Success for Financial Departments

Rochester, MN (PRWEB) November 26, 2007 -- http://www.metaviewer.com - Workflow solution provider Metafile, a Minnesota based content management firm dedicated to providing streamlined financial innovations, is helping firms avoid the mad scramble of a year end spent locating and gathering all documents necessary to adequately close out their books.

The lack of workflow automation (http://www.metaviewer.com/ittrium/visit?path=A1x2b0x1x79y1x2d2x1x67) solutions, in most instances, will equate into a significant loss of Days Working Capital (DWC) for all too many firms. Content management solutions, like Metafile's MetaViewer, were designed to alleviate the every day concerns that are amplified by the frantic time periods in the fiscal year.

"A mad year end dash, complete with paper chases and painful document retrieval are the symptoms of something much larger than a day-to-day business problem," states Jim Mandt, Metafile's VP of Technical Support. "They all stem directly from how a firm manages their financial documents."

Mandt, and Nick Sprau, Metafile's VP of Marketing, share workflow tips below, culled from their decades spent developing content management (http://www.metaviewer.com/ittrium/visit?path=A1x2b0x1x79y1x43dx1x67y1x440x1x67) solutions, designed to ensure a smooth year end:

?    Automate

"One of the first tasks we undertake when upgrading a new client is to automate all existing data, such as invoices, POs and expense reports, within one central database, providing financial departments with accurate information via point and click, rather than dig and shuffle."

?    Ensure Easy Retrieval

"What we recommend when setting up a new client with a workflow solution is a system based on the easiest possible way to retrieve data. Automation is vital, but if just one expense report is unable to be located, the accuracy of an entire year's reporting can be put into question. MetaViewer was developed to ensure any information existing in a database could be queried from anywhere in the world, using as little as one keyword of text."

?    Go Paperless

Per a recent study by analysts at the Aberdeen Group, paper invoices cost firms up to 78% more to process than e-invoices. At a frantic time of year like year end, the corresponding cost can rise astronomically.

"When I first began working with Gate Petroleum, a long-standing client of ours, they were processing over 6000 paper invoices per week," states Sprau. "Its corresponding cost was severely crippling any growth potential."

"Streamlining into a paperless process became a critical necessity, not just a pleasant convenience, especially when it came to closing out our year," comments Karen Apps, Gate's Payable/Fixed Asset Manager.

?    Connect

"Connecting is important anytime but vital at year end in order to ensure questions are answered and disputes are resolved quickly and accurately," continues Mandt.

Sprau states, "By setting up secure web-based access for remote offices and automatic vendor status notifications, all parties stay on the same page with the same access to vital information. An 'ad hoc workflow', via text messages to and from departmental managers along with all transaction documents, helps facilitate this process and is built directly into MetaViewer."

For more information on Metafile's MetaViewer, or to download previous case studies, please visit http://www.metaviewer.com/ittrium/visit?path=A1x2b0x1x79y1x2cex1x67

About Metafile

Metafile Information Systems, Inc. provides workflow automation solutions via customizable content management solution MetaViewer. A privately held software development and integration firm, Metafile has helped the financial departments in firms such as Winn Dixie, Gate Petroleum, Wellborn Cabinet and Allied Beverage streamline accounts payable and accounts receivable processes for over 25 years. More information on Metafile & MetaViewer may be found online at www.metaviewer.com

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