YMCA Suffolk choose Documents Online POPIAS

The YMCA is the largest and oldest youth charity in the world. Having started in London in 1844, the organisation now has 121 branches in England, and has grown to become a worldwide organisation reaching around 45 million members in 119 countries.

YMCA Suffolk combines Ipswich, Bury St. Edmunds and Lowestoft branches in East Anglia, and a recent re-organisation to bring these together has meant a number of changes were required to centralise systems to gain efficiencies. One key business area identified was the need for an electronic Purchase Order system for all departments to utilise.

Bearing in mind the need to cover all branches and staff, YMCA were keen to find a web based solution. So when Sarah Nichols (Finance Manager) contacted Cloud B2B solutions, she was pleased to find that the solution was a Purchase Order and Supplier Invoice approval combined. The fact that it is Private Cloud hosted also meant that she did not have to provision for more IT infrastructure and support. Sarah commented..

‘Having up to 50  staff who may need to raise PO’s, 7 days a week, across our 3 branches, I needed to find a system that not only could provide the correct approval workflows- depending on what people ordered- but it needed to be simple to understand and use. Combining the raising of Purchase Orders and the approval of Invoices will bring major benefits in the future for both staff and suppliers. As Finance Manager I was also pleased with the financial reports in Documents Online that give me full visibility as to my PO and Invoice exposure’

The POPIA system went live last month (April), and is already becoming a key business tool for the new Suffolk structure.

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