A successful case history

Company

The Arcese Group is an advanced logistics

operator able to provide 360° solutions to cover

the entire supply chain: from road and rail

transport, sea and air shipping, to warehouse

management and integrated logistics.

The Arcese Group has a network of direct

subsidiaries and partnerships with partners all over

the world, today it is recognized as one of the

largest private logistics operators in Europe.

350.000 sq.m. warehouse

Over 2500 employees

580 milions of turnover 2016

Company

70 sites in over 50 paesi

Request

Finding an innovative and highly integrative application solution with Arcese systems.

• In ARXivar, these features have been recognized, in particular the predisposition to

integration with third-party systems that has enabled complex projects to be

implemented where Arxivar has played a central role in document management /

sharing (POD Project)

• Another strong point in the application is the Workflow Engine that has enabled effective

management and control of Business Processes (Passive Invoice Draft Project, Quality

Document Production Project).

Implemented projects

2014

Digital Archivingof Account

Payable

Digital Archivingof Account Receivable

QualityDocument

management

2015

VectorsQualification

Account Receivable

(Workflow Approval)

POC Project

(Proof Of Collection)

2016

POD Project

(Proof Of Delivery)

Account Payable ArxLink Integration

Solution

Dossiers

Volumes 2016

Account Payable 170.000 Documents

16 GByte

Account Receivable 110.000 Documents

18 GByte

Operating Instructions / Procedures

140 Documents

130 Mbyte

Qualification TransportationVectors

12.700 Documents

5 GByte

Proof of Delivery 300.000 Documents

30 GByte

Proof Of Collection 220.000 Documents

31 GByte

Overall, the deployed system manages approximately 150 users, divided between internal

users, customers and suppliers.

Account Payable

• Dematerialization of paper.

• Signature and remote brand management for replacement storage volume creation process.

• Align metadata of invoice from ERP Arcese to ARXivar.

• Create a searchable archive (ES: Credit Bureau).

• Chance to send mail to the customer by downloading the document via ArxLink.

Account Payable

Send E-MAIL with Link.

Digital Invoice

Creation / Consultation volumes for

digital archiving

Final customer receives

E-mail without

attachment with Link to

download the invoice

ERP Arcese

Metadata Update

Client

ERP Arcese

Spool Rec

Import Account Payable

Account Payable

File creation

(Monthly PDF)

Account receivable

1.Loading Images in Arxivar

2.Register Approved Invoices

3.Viewing image of registered invoices

Digital

Invoice

Paper

Document

Scan

documents or

import digital

bills from a

shared folder Account

Receiv

able

Approval Request

Task approval from

Tablet or Smartphone

ERP Arcese

Metadata Update

• Dematerialization of paper.

• Signature and remote brand management for digital archive process dossier creation.

• Integration with ERP Arcese to open the scanned document in ARXivar.

• Approval workflow for payment authorization.

• Align metadata of the invoice from ERP Arcese to Arxivar.

Quality Project

• Document Classification (Operating Instruction and Procedures)

• Customizable workflow with 4 levels of authorization for each document class

• Approve procedures using devices such as Smartphone and Tablet

List Procedures

to edit

Approval Task from

tablet or smartphone

workflow with 4 levels of

authorization

EXAMPLE

Operating

Instruction

Qualification Transport Carrier

• Tracking any new documents.

• Checking advancements and forwards timings.

• Building a single and common database easily consultable.

• Managing documents schedule with relevant block of the concerned suppliers.

Sub contractor

OfficeInsurance

Office

Policy approval/denial

Approval Request

Suppliers’ information

Suppliers’ activation

status

Arcese

Branch

CarrierManager

Master Registry

Branchoperators

Document

request

Sending

documents

Carrier

Master

Registry

Policies

Office

Sub

Contractor

Progetti POC (Proof Of Collection) e POD (Proof Of Delivery)

POC

• Labeling the document to be import into the system.• Integration with TMS Arcese to add metadata to the document.

POD

• Integration with Arcese Mobile App to collect images.

• Integration with TMS Arcese to add metadata to the document..

• Integration with T & T Arcese to deliver real-time images to the customer.

Web Site Arcese

(www.arcese.com)

Customer access

Track & Trace

EXAMPLE

Proof Of

Collection/Delivery

PO

D

(Carr

ier)

PO

C

(Off

ice

)

POD

POC

POC/POD

▪ Reducing mail exchange, eliminating the risk of

document loss / deletion and reducing the number of

people involved in the verification process

▪ Supplier qualification process drastically reduced

resulting in the free resources from cross-data

activities

▪ Automatic document sorting and collation

▪ Reduced paper usage

▪ Customer Service Improvement (POD and POC

available in real time on web portal)

▪ Improved and unified corporate quality management

documents

Benefits

Practices implemented in Italy and considered

more mature will be progressively extended to the

Group's foreign companies, adapting the document

platform to the processes of each country and their

respective regulations.

Work in progress

Client’s statement

«It is important for the company to grasp the

opportunities that ARXivar is able to offer,

supporting more and more automation of

operational and administrative processes in

order to eliminate the volume of paper

documents that characterize our operations,

thus favoring dematerialization and

decreasing of manual typing of data in

operating systems».

Elena Battini

Ceo e Corporate Project & Process Manager