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Beales Department Stores implements Electronic Invoicing with K3 and Intelligent Capture

  • Beales sign multi-year e-Invoicing agreement for hybrid solution from K3 and Intelligent Capture
  • Innovative single solution to accept paper, PDF and XML purchase invoices

Beales, a pioneer in department store retailing and famous for its customer service, has almost tripled its trading base with the acquisition of the Anglia Co-op’s 19 Westgate department stores. To support this growth, Beales recently entered into a multi-year e-invoicing agreement with K3 and strategic partner Intelligent Capture with the solution having now been successfully implemented, seamlessly integrated with the existing Microsoft Dynamics NAV solution from K3. With the growth of the organisation, has come an increase in product lines and purchase invoices into the head office function in Bournemouth. An e-invoicing solution from K3 and Intelligent Capture will enable Beales to drive down back office costs and allow the Accounts Payable team to operate with greater operational efficiency. An innovative, single solution for paper, PDF and XML purchase invoices has been provided to Beales, with paper invoices still being received and scanned by the Accounts Payable team. Once scanned, the invoice images are uploaded to the Intelligent Capture Managed Service where the relevant data is “intelligently” extracted and validated for accuracy, with clean, validated data being passed to the Microsoft Dynamics NAV solution. PDF invoices are received via email from suppliers and directly imported into the solution with XML also being processed through the single solution, in all instances the same error checking and resolution process takes place, irrespective of invoice type. The solution will dramatically reduce the amount of manual keying for the Accounts Payable staff as well as resolving and driving out invoice exceptions, allowing them to focus time on more business-critical tasks, in addition the instant access to purchase invoices will help to drive operational efficiency right across the organisation. The solution will also provide the back-bone to further process automation across Beales with the scaleability of the solution allowing for further automation within other departments. “We identified e-Invoicing as being pivotal to driving further back office process efficiency, we wanted a single solution to address all invoice formats, whilst also being scalable to drive further process efficiency across the organisation, the Intelligent Capture solution delivered on both fronts” says Subhash Sreedharan, Director of IT at Beales. “The retail pedigree of Intelligent Capture and the partnership they have with K3 made them the obvious choice and I am delighted to say that we have seen the benefits of this working relationship in our delivery”. About Intelligent Capture Intelligent Capture is a leading provider of On-premise and Managed Service solutions that capture purchase invoices, irrespective of whether these have been created in paper or electronic formats such as PDF, XML or EDI. Intelligent Capture transforms Accounts Payable processes by optimising the capture of these purchase invoices to enable proven cost savings, increased efficiency and help towards achieving World-class processes and performance. Proven examples of our solutions enabling such objectives include Debenhams, Screwfix Direct, Mears Group PLC, Welsh Assembly Government and Greggs. About K3 Retail K3 Retail deliver multi-channel solutions that enable retailers to create joined up shopping experiences for their customers whether they choose to buy on-line, direct, in-store or mobile. Over 18 years’ experience delivering award winning solutions, to more than 160 internationally recognised retail brands, has helped our experienced team of retail consultants develop the most complete range of multi-channel retail solutions available to Microsoft Dynamics AX or NAV users. As a Microsoft Gold Certified Partner, member of Microsoft’s Partner Advisory Council for Retail, invited member of Microsoft’s Inner Circle and Presidents Club, we offer a clearly defined roadmap and proven products backed up by Microsoft’s $2billion investment in the Dynamics platform. Our ability to translate thought leadership and Multi-Channel experience into innovative and effective retail solutions has benefited customers including: Agent Provocateur, American Golf, Booths Supermarkets, Clinton Cards, Dobbies, Dreams, Evans Cycles, GameStop, Gieves & Hawkes, Jigsaw, Kiddicare, Royal Horticultural Society, Ryman’s, Smyths Toys, SpaceNK, Topps Tiles, The White Company and White Stuff. For more information, please visit

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