Paxton Media Group

The Opportunity – The Paxton Media Group based in Paducah, Kentucky currently operates 32 daily newspapers, 30 weekly newspapers, and one television station. PMG receives up to 5,000 pieces of mail each day. The incoming stream includes receivables in the form of new subscriptions, renewal subscriptions,and advertising payments made both by check and credit card number. The mail also includes payables in the form of vendor invoices. The previous manual system required multi-step opening, sorting, and scanning of mail, which was extremely labor intensive, requiring up to three employees at each of four processing locations and further distribution to 32 physical destinations. In addition, Accounts Payable (AP) mail processing included an especially cumbersome step of looking up vendor numbers and manually applying barcode stickers to invoices, preparing them for downstream processing.

The Solution – Mavro worked with PMG to improve their workflow, redesign their payment coupons, and achieve a true One-Touch Process. An Opex Scanner is now used to open all incoming mail and scan all of the included documents in one efficient step. Mavro software automatically classifies documents, uses extracted information to locate account details in PMG's disparate data bases, and prepares the documents for seamless processing by downstream systems. The AP documents are now recognized automatically, the vendor barcodes are electronically generated and applied, and the processed images are imported smoothly into PMG's DocuWare software.

The Results – PMG now processes all of its daily volume at a single location with only four employees, and operators touch each transaction only once. At the end of the day, an electronic Check 21 file is ready for deposit, and PMG is now PCI compliant with credit card information scanned from payment coupons. The existing AP system is operating with optimal efficiency, having required no programming changes as a result of the transition from manual to automated processing. Additionally, the MavBridge Productivity Module gives PMG an ability to monitor all aspects of its processing operation in real time, allowing better staff management,more accurate reporting, and easier problem solving.

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