NC State Dining has taken a significant step forward in efficiency and cost savings by implementing a new scanning system for processing invoices. This technology streamlines the department’s operations, allowing staff to focus on other tasks while reducing errors and saving both time and money.
Previously, the department managed its own accounting and had an in-house imprest account, allowing for faster payments without going through the university’s centralized processes. However, when Dining transitioned into the university’s financial system, PeopleSoft, the payment process became more complex and extended. Invoices had to be entered and routed through the Controller’s Office, leading to delays in vendor payments.
Clark Dining Hall, demonstrates the system
“One of the biggest financial incentives for streamlining invoice processing was NC State Dining’s contract with US Foods, which offers an early payment rebate if invoices are paid within ten days,” explained Candice Jicha, the division’s director of finance and business management. “Before the new system, staff manually routed paper invoices, causing inefficiencies and delays.”
Recognizing these challenges, Jicha worked with the division’s IT director, Chris Dunham, who proposed leveraging OnBase, an approved document retention software already owned by the university.
By integrating OnBase as an invoice repository with routing capabilities, staff can scan and electronically process invoices from their location, significantly speeding up the payment workflow.
Now, instead of managers physically delivering invoices to administrators, they use a specialized scanner (PaperStream) to load and send documents instantly to the appropriate location. Each location has preprogrammed settings, ensuring invoices are routed correctly with minimal effort.
The implementation process began last fall and took several months to refine. NC State Dining collaborated with NC State Enterprise Application Systems to map out workflows. Hannah Shea, NC State Dining’s purchasing manager and CBORD administrator, led the final training phase, rolling it out in stages across locations to provide tailored support.
The benefits of this system have been substantial. Managers now have more time for operational duties, accounting processes are more efficient, and the department has realized significant financial savings. In Q4 (Dining’s Q2), the prompt-pay rebate from one of our vendors has been the highest in years.
Additionally, the improved system ensures more accurate financial reporting. Because Dining operates on a cash-basis model, expenses are only recognized once payments are made. With invoices being processed faster, financial statements now reflect real-time expenditures more accurately.
The adoption of this technology demonstrates NC State Dining’s commitment to continuous improvement and innovation. As the department continues to seek new ways to enhance efficiency, this successful implementation serves as a model for other campus departments looking to optimize their own operations.