{"id":65849,"date":"2023-09-15T11:51:50","date_gmt":"2023-09-15T10:51:50","guid":{"rendered":"https:\/\/www.cashontime.com\/en\/?p=65849"},"modified":"2024-10-22T10:38:01","modified_gmt":"2024-10-22T09:38:01","slug":"newco-athome-automatic-lettering","status":"publish","type":"post","link":"https:\/\/www.cashontime.com\/en\/customers\/newco-athome-automatic-lettering\/","title":{"rendered":"NCA performs 100% of its lettering using CashOnTime software"},"content":{"rendered":"<blockquote><p>It\u2019s not the job of the debt collectors to do the accounting. So when I free up their time so they can focus on their job, they\u2019re happy!<\/p><\/blockquote>\n<p><strong>Vincent POUJADE<\/strong>, Administrative and Financial Director, NCA, talks about how CashOnTime Allocation software enabled his <a href=\"\/en\/articles\/debt-collection\/\">collections<\/a> team to focus fully on their core business at the DIMO Software 2023 Forum. A workshop led by <strong>Pierre SANCHEZ<\/strong>, DIMO Software sales engineer.<\/p>\n<p style=\"text-align: center;\"><strong>View Newco Athome\u2019s experience feedback<\/strong><\/p>\n<p><iframe title=\"T\u00e9moignage - Newco Athome : NCA r\u00e9alise 100 % de ses lettrages via le logiciel CashOnTime\" src=\"https:\/\/player.vimeo.com\/video\/836434891?dnt=1&amp;app_id=122963\" width=\"500\" height=\"281\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write\"><\/iframe><\/p>\n<h2>A multitude of document flows<\/h2>\n<p>The NCA Group (sales \u20ac25 million, \u20ac15 million for ATHOME SYNDIC and \u20ac10 million for CORTEX) <strong>specializes in managing incoming and outgoing flows<\/strong> for various companies, which involves generating a large number of documents. ATHOME\u2019s <strong>customers are condominium managers<\/strong>, to whom various documents are sent in paper and electronic format, such as notices of AGMs, AGM minutes, calls for funds and work orders. The CORTEX business handles the same types of flows for <strong>large CAC 40 companies<\/strong>, notably banks, and processes pay slips, AGM notices and invoices. <strong>CashOnTime software<\/strong> has been implemented on the ATHOME side,<strong> which accounts for \u20ac20 million in postage invoice dispatches<\/strong>. It is not possible to margins on La Poste charges. ATHOME sends out the invoices and advances the stamps, which then have to be collected. La Poste is paid in cash, but customers are not paid in cash.<br>\nVincent POUJADE explains: <em>\u201cBefore the arrival of CashOnTime software, <strong>all lettering was done manually by the accounting department<\/strong>, involving <strong>200,000 invoices a year<\/strong>, or around <strong>1,000 payments a day.<\/strong> Some of this is done by direct debit, but<strong> this involved three full-time employees<\/strong>. The staff in my collections department only did customer accounting. I wanted them to be able to follow up on customer invoice payments and develop customer relations, rather than doing <a href=\"\/en\/automation-lettering-accounting\/\">accounting lettering<\/a>\u201c.<\/em><\/p>\n<h2>CashOnTime software greatly optimizes accounting lettering<\/h2>\n<p>The IT department was involved in the search for solutions to<strong> improve accounting lettering<\/strong>, which was a very time-consuming job. She mentioned CashOnTime, and <strong>a POC was carried out<\/strong>. \u201cOn one day of lettering, without doing anything special, <strong>we achieved an automatic accounting lettering rate of 70%<\/strong>. So we chose this solution without any additional benchmark. We find it difficult to collect small invoices, such as stamp mailings. For example, <strong>we can have 200 invoices of the same amount,<\/strong> for different recipients when we send postage\u201d, explains Vincent POUJADE.<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignleft wp-image-43924 size-medium\" src=\"\/wp-content\/uploads\/lettrage-comptable-300x200.jpg\" alt=\"lettrage comptable\" width=\"300\" height=\"200\"><em>When payments are received, it\u2019s difficult to know which invoices need to be entered on the opposite side: \u201cWhen a building manager \u2013 who doesn\u2019t necessarily have an accountant on hand \u2013 convenes all his buildings or sends out different documents to all his buildings, he may invoice the same amount, but for different condominiums. We do an accounting by building to help our managing agents. <strong>We can have settlements for very small amounts<\/strong> that need to be reconciled on the right building. It\u2019s a complex process. In the event of a lettering error on the wrong co-ownership or double claims, the customer is naturally dissatisfied. We often have simple settlements. Once we\u2019ve identified the building, we know which invoice to face, and lettering is relatively straightforward. <strong>So we had to stop wasting time on lettering and automate this time-consuming process<\/strong>. I wanted the staff in the collections department \u2013 who are not accountants \u2013 to actually carry out collection tasks,\u201d <\/em>explains Vincent POUJADE.<em><br>\n\u201cDIMO Software was put in touch with the integrator and the IT department. All this had to be coordinated, but the schedule was respected. As with the implementation of any management software, the start-up is sometimes a little complicated, <strong>but everything went rather smoothly<\/strong>. Today, the difficulties come more from the IS side, when there are problems with flow repositories, or depositing files on a server\u201d.<\/em><\/p>\n<h2>The major benefit: ease of use and 100% lettering via the tool<\/h2>\n<p>ATHOME <strong>performs 100% of lettering via CashOnTime software<\/strong>. The tool performs <strong>automatic lettering<\/strong>, and <strong>all non-automatic lettering is done in the tool.<\/strong> Once the bank statements have been 100% reconciled, except for double settlements, all lettering \u2013 even manual lettering \u2013 is done in the tool. Then everything is transferred to the accounts. \u201c<strong>It\u2019s really easy to use the tool<\/strong> to go beyond automatic lettering. Of course, there\u2019s just the difficulty of not being able to reconcile when you have a double payment. In this case, you have to go back into the accounts to indicate that it\u2019s a double payment,\u201d explains Vincent POUJADE.<\/p>\n<p><strong>From three almost full-time staff, there is now only one person who writes 2 hours a day<\/strong>: \u201cIn terms of volume and time saving, there\u2019s no comparison. We\u2019re also able to find entries easily. We have a whole battery of searches via the tool, which is much simpler than with the accounting tool. What\u2019s more, <strong>we appreciate the responsiveness of the DIMO Software teams<\/strong> in the event of any problems. Given the volume of invoices and daily settlements, we can\u2019t afford to have unfinished lettering at the end of the day. It\u2019s hard to make up for three days of non-lettering,\u201d says Vincent POUJADE.<\/p>\n<h2>The next step: increasing the rate of automatic accounting lettering<\/h2>\n<p><strong>The automatic lettering rate is around 72%<\/strong>. It\u2019s up to ATHOME to improve processes and routines: \u201cPreviously, I managed twelve banks for this activity. I\u2019ve reduced it to four, and we have rules to prevent supplier invoice lettering errors. We need to open up the functionalities to increase the rate of automatic accounting lettering. This remains simple lettering.<img decoding=\"async\" class=\"alignright wp-image-43922 size-medium\" style=\"font-family: DIMOCenturyGothicItalic;\" src=\"\/wp-content\/uploads\/taux-de-lettrage-automatique-300x200.jpg\" alt=\"taux de lettrage automatique\" width=\"300\" height=\"200\"> <strong>More complex lettering will be done manually. The aim is to reach 85%.<\/strong> The few extra points will save a little time, but t<strong>here will still be around 1 to 1.5 hours per day for complex lettering.<\/strong> This concerns, for example, a customer who pays several invoices with random rounding. In this case, the <strong>tool makes lettering proposals<\/strong>, as it learns as it goes along. It can detect that a particular company\u2019s accountant operates in a particular way and, after a while,<strong> the tool makes proposals that can be validated or not,<\/strong> which considerably improves the lettering rate\u201d.<\/p>\n<h2>Improving accounting lettering rates: a collaborative effort<\/h2>\n<p>According to Pierre SANCHEZ,<strong> improving the accounting lettering rate requires collaboration between DIMO Software and the customer\u2019s accounting teams<\/strong>: <em>\u201cIt\u2019s a question of defining the level of risk, and at what level to place the cursor in order to go further and further in the accounting lettering rate, minimizing or <strong>even cancelling out the error rate on automatic lettering<\/strong>\u201c<\/em>. Vincent POUJADE adds: <em>\u201cIn the beginning, we wanted to go too far with automation, and some of the lettering was off the mark. Deleting lettering afterwards is complicated, because it makes it harder to pinpoint problems. As a result, we narrowed down the spectrum to make sure that letterings were correct. Deleting the lettering to go back to manual is not a good solutio<\/em>n\u201d.<\/p>\n<h2>No resistance to change<\/h2>\n<p>\u201cDebt collectors have to make calls. <strong>When I brought them the tool, it was a godsend!<\/strong> There\u2019s no added value in lettering. The team was very keen to have software that could be implemented as quickly as possible<strong> to free up their time for more interesting tasks<\/strong>. As soon as the tool was installed, we achieved a lettering rate of 80%. Today, <strong>the daily lettering rate is around 70%<\/strong>. It\u2019s not the job of the debt collectors to do the accounting. So when I free up their time so they can focus on their job, they\u2019re happy!<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-43920\" src=\"\/wp-content\/uploads\/lettrage-comptable-automatique.jpg\" alt=\"lettrage comptable automatique\" width=\"1024\" height=\"683\"><\/p>\n<p>Vincent POUJADE admits that he wanted to be cautious at first:<em> \u201cI wanted the tool to propose letterings that I could validate on a case-by-case basis. I did that for a day, but it was useless. Admittedly, some of the letterings were wrong, and often you don\u2019t realize it until a few days later. Today, however, I have no worries whatsoever, and<strong> the lettering works just fine on its own. The implementation took around six weeks,<\/strong> including the time spent going back and forth with DIMO Software. In project mode for the team, it was quicker: I asked our integrator APOGEA to set up the reporting of all unlettered accounting entries in a format that could be integrated by DIMO Software. <strong>All this work, which was done on the side, had no impact whatsoever on the team.<\/strong> Then there was the training phase, getting to grips with the tool and the acceptance phase, but the project itself was fairly short once all this upstream work had been done.\u201d<\/em><\/p>\n<h2>Why do customers (re)come to DIMO Software?<\/h2>\n<p>According to Pierre SANCHEZ, there are a number of factors that keep customers coming back to DIMO Software.<\/p>\n<ol>\n<li>The<strong> difficulty of recruiting accountants.<\/strong><\/li>\n<li><strong>Increasing invoice volumes<\/strong>. With internal or external growth, or the takeover of entities, the collections department can no longer handle lettering on its own, and needs to be equipped to enable the teams to do their real job.<\/li>\n<li><strong>The importance of loyalty<\/strong>, customer relations and proximity.<\/li>\n<li>The product will continue to evolve, thanks to customer feedback, which is very helpful. We\u2019re always on the lookout for new developments, so we can integrate them and make them available to all our customers.<\/li>\n<\/ol>\n<p>\u00a0<\/p>\n<p style=\"text-align: center;\">Want to find out more about the <strong>CashOnTime<\/strong> solution?<\/p>\n<p style=\"text-align: center;\"><a data-obflink-url=\"L2VuL2NvbnRhY3Qv\" class=\"bouton vert\" tabindex=\"0\">CONTACT US<\/a><\/p>\n\n\n","protected":false},"excerpt":{"rendered":"<p>It\u2019s not the job of the debt collectors to do the accounting. So when I free up their time so they can focus on their job, they\u2019re happy! Vincent POUJADE, Administrative and Financial Director, NCA, talks about how CashOnTime Allocation software enabled his collections team to focus fully on their core business at the DIMO [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":66297,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_seopress_robots_primary_cat":"none","_seopress_titles_title":"How did NCA achieve a 96% automatic lettering rate?","_seopress_titles_desc":"How did NCA's CFO enable his collections team to focus on their core business thanks to CashOnTime 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