Mercury Air Group’s MercFuel is their 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.
MercFuel integrated DocuWare with two of its accounting systems, creating a mission-critical solution for accounting information and documentation. The company reduced billing time by six days while also benefiting from improved cash flows and workflows.
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 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.
Strong system integration speeds workflow exponentially
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 updates made in MAS 500 are automatically reflected in the DocuWare index fields, keeping the systems in sync.
“We integrated DocuWare with our existing accounting systems. The integrated solution mimics our physical workflows and has made keeping up with our growing accounting workload much easier,” Rob Lovejoy, Chief Information Officer at Mercury Air Group says.