DocuWare > Case Studies > Mercury Air Group’s MercFuel Streamlines Accounting Processes with DocuWare

Mercury Air Group’s MercFuel Streamlines Accounting Processes with DocuWare

Company Size

1,000+

Region

America

Country

United States

Product

DocuWare
MAS 500
Solar
ABBYY

Tech Stack

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Cost Savings
Productivity Improvements

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration
Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Aerospace

Use Cases

Inventory Management
Supply Chain Visibility

Services

System Integration

About The Customer

Mercury Air Group’s MercFuel is a Los Angeles-based division that provides jet fuel, air cargo services, transportation and support services for international and US commercial airlines, general aviation and the US government. The company purchases and resells over 400 million gallons of jet fuel annually for planes and airport gas stations. With a network of over 1,000 third-party fuel suppliers, the organization processes upwards of 12,000 invoices per month. The company has multiple offices in California, Nevada and Texas.

The Challenge

Mercury Air Group’s MercFuel, a Los Angeles-based division that provides jet fuel, air cargo services, transportation and support services, was facing challenges with its accounting processes. The company purchases and resells over 400 million gallons of jet fuel annually for planes and airport gas stations. With a network of over 1,000 third-party fuel suppliers, the organization processes upwards of 12,000 invoices per month. The decision to move to a digital system stemmed from the need for more streamlined core business processes. Accounting transactions can become very complex - for example, one fuel ticket can generate multiple payable and receivable invoices between multiple vendors. MercFuel may have to wait to get invoices from all its vendors before it can invoice its own customers.

The Solution

MercFuel integrated DocuWare with two of its accounting systems, creating a mission-critical solution for accounting information and documentation. The value DocuWare brings to their process is that it not only stores all types of documents received at various stages of the billing cycle, but it also integrates seamlessly with MercFuel’s existing accounting software, MAS 500, as well as Solar, their in-house fuel sales processing software. Fueling transaction details such as location, number of gallons and date, are electronically transmitted from airport gas stations directly into the company’s accounting program through Solar. To help the accounting team quickly answer questions about these invoices, the data is also electronically printed to PDF files and automatically stored in DocuWare. Other payable invoices are scanned when received and the index terms are automatically “read” by ABBYY software. DocuWare and MAS 500 are also tightly integrated so information, so updates made in MAS 500 are automatically reflected in the DocuWare index fields, keeping the systems in sync.

Operational Impact

With DocuWare in place and supporting documentation available within seconds, MercFuel is now able to bill their customers six days faster, increasing cash flow.
Whether an invoice is a receivable or payable or if it originated in the California, Nevada or Texas office, any staff member can look up the status in seconds.
Accounts payable invoices are approved using DocuWare’s electronic stamp feature, ensuring nothing is lost or delayed.
With hundreds of users in multiple locations, the system became crucial to the staff after just two weeks of use because of the new efficiencies in document retrieval and approval processes.
DocuWare use has expanded from their Los Angeles location to Houston and Atlanta and has also expanded to six other divisions.

Quantitative Benefit