Go Paperless with Sage ERP Document Management - BKD · Go Paperless with Sage ERP Document Management ... Workflow is all about routing documents ... Paperless Accounts Payable Process
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Go Paperless with Sage ERP Document Management Robert Kramer, Managing Consultant, BKD Technologies Tony Choquehuanca, Sales Director, Midwest Region, Altec
Go Paperless with Sage ERP Document Management Robert Kramer, Managing Consultant, BKD Technologies Tony Choquehuanca, Sales Director, Midwest Region, Altec
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How do you manage paper today?
File Cabinet
Network File Share Software
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What is Sage ERP Document Management?
• Imaging System
• Workflow Engine
• Output Automation Tool
• Advanced Business Process Engine
Presenter
Presentation Notes
….means many things to many people….. What is Sage ERP Document Management? It means many things to many people. It is an imaging system to store and access documents quickly. It is a workflow engine to route documents between employees. You can send documents to customers and vendors automatically with our Output tool. And it is an advanced business process engine to create documents, manage processes and bring overall efficiencies to your company. It is all about enhancing your existing ERP application. Instead of changing your current processes, we just want to make them more efficient. Consider all of your business processes, not just AP.
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What is Sage ERP Document Management?
• Imaging System
• Eliminate Paper • Store documents digitally • Immediate access to documents from the desktop • Security to protect sensitive information
Presenter
Presentation Notes
….means many things to many people….. What is Sage ERP Document Management? It means many things to many people. It is an imaging system to store and access documents quickly. It is a workflow engine to route documents between employees. You can send documents to customers and vendors automatically with our Output tool. And it is an advanced business process engine to create documents, manage processes and bring overall efficiencies to your company. It is all about enhancing your existing ERP application. Instead of changing your current processes, we just want to make them more efficient. Consider all of your business processes, not just AP.
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What is Sage ERP Document Management?
• Imaging System
• Workflow Engine
• Know the exact location of all documents • Insure that business processes are followed • Full visibility to document status and history
Presenter
Presentation Notes
….means many things to many people….. What is Sage ERP Document Management? It means many things to many people. It is an imaging system to store and access documents quickly. It is a workflow engine to route documents between employees. You can send documents to customers and vendors automatically with our Output tool. And it is an advanced business process engine to create documents, manage processes and bring overall efficiencies to your company. It is all about enhancing your existing ERP application. Instead of changing your current processes, we just want to make them more efficient. Consider all of your business processes, not just AP.
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What is Sage ERP Document Management?
• Imaging System
• Workflow Engine
• Output Automation Tool
• Automatically deliver documents based on preferences
• Deliver invoices via email, fax as well as mail
• Eliminate copying, filing and re-filing of support documents
Presenter
Presentation Notes
….means many things to many people….. What is Sage ERP Document Management? It means many things to many people. It is an imaging system to store and access documents quickly. It is a workflow engine to route documents between employees. You can send documents to customers and vendors automatically with our Output tool. And it is an advanced business process engine to create documents, manage processes and bring overall efficiencies to your company. It is all about enhancing your existing ERP application. Instead of changing your current processes, we just want to make them more efficient. Consider all of your business processes, not just AP.
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What is Sage ERP Document Management?
• Imaging System
• Workflow Engine
• Output Automation Tool
• Advanced Business Process Engine
• Create and deliver reports • Easily create sophisticated forms • Data delivery to other business system • Ability to alert based on KPI’s
Presenter
Presentation Notes
….means many things to many people….. What is Sage ERP Document Management? It means many things to many people. It is an imaging system to store and access documents quickly. It is a workflow engine to route documents between employees. You can send documents to customers and vendors automatically with our Output tool. And it is an advanced business process engine to create documents, manage processes and bring overall efficiencies to your company. It is all about enhancing your existing ERP application. Instead of changing your current processes, we just want to make them more efficient. Consider all of your business processes, not just AP.
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National restaurant company (46 locations)
$150,000 in shipping/courier charges
REAL LIFE EXAMPLES (Paper Movement)
Presenter
Presentation Notes
Let’s look at some real-life examples of what companies have experienced with doc-link. This nationally renowned restaurant chain was overnighting their vendor payables twice a week from their 46 remote locations to the tune of $150,000 annually. With doc-link, all documents are processed electronically, giving the company a tremendous cost savings. [How much money could your company be saving in shipping and courier charges with doc-link?]
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Southwestern investment firm expanded operations
Saved $48,000 salary
REAL LIFE EXAMPLES (Increased Efficiencies)
Presenter
Presentation Notes
Another benefit of streamlined processes is the ability to do more with less. This particular client was able to avoid adding staff and handle a 40% increase in business transactions with doc-link, which meant a savings of a $48,000 per year salary...
Lets dive a little deeper and talk about the four functional pillars, or core elements of Sage ERP Document Management. *Click for each element.* The solution is structured so you can bring document management to a single department or provide something for the entire company. It is a complete solution, delivered in a modular formation so that it can meet AP needs as well as any other needs across your organization. Capture: doc-link is flexibile to allow for many different methods of capture. The most prevelant is scanning of hard copy documents, but if a customer uses a Fax Server that is a good way to eliminate opening and scanning documents, the files go straight to a shared network directory that doc-link has access to. Notice the other key elements: integration to MS Office, can read bar coding, you can layer on OCR. ERM allows us to capture and index documents right from the ERP application without having to scan. Workflow: once a document is in doc-link, you can send it to various employees for approval and even coding. Output: this is all about routing documents outside of the organization. Sage has native modules for this so we will no focus a lot on this piece. Lastly, there is access and share. Getting easy access to documents in a centralized library. Big picture here is any document or file is possible – invoices, customer Pos, wav files, marketing info, forms….so think really broadly.
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Capture Process – External Documents
INDEX
Save to Repository
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Presentation Notes
Documents come into organizations a few different ways – either by mail or email. If you receive paper by mail then you can scan the documents index them with the correct property values and save them into the repository. Documents you receive by email don’t need to be scanned but can be printed to “doc-link” a virtual print drive and then index and saved into the repository. It might make sense to encourage your vendors or anyone sending you paper to switch to email to eliminate another step of scanning. The repository is safe and secure and security is based on individual users. How safe and secure are your file cabinets or folders on the network? Who can access those documents?
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How to Capture Documents Enterprise Report Management (ERM)
• Print capture technology eliminates print and scan routines
• Used anywhere with any software that generates a print file
• Administrator training allows user to deploy technology throughout the enterprise
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Presentation Notes
ERM really sets us apart. It allows us to capture douments right from the ERP, other line of business applications, even Word or Excel templates
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Capture Process – Internal Documents
ERM
Save to Repository
Presenter
Presentation Notes
Documents come into organizations a few different ways – either by mail or email. If you receive paper by mail then you can scan the documents index them with the correct property values and save them into the repository. Documents you receive by email don’t need to be scanned but can be printed to “doc-link” a virtual print drive and then index and saved into the repository. It might make sense to encourage your vendors or anyone sending you paper to switch to email to eliminate another step of scanning. The repository is safe and secure and security is based on individual users. How safe and secure are your file cabinets or folders on the network? Who can access those documents?
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Presenter
Presentation Notes
A common use of ERM is capturing a PO
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DOCUMENTS RETRIEVED, REVIEWED & ROUTED
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Presentation Notes
***ANIMATION SLIDE*** (optional) Once documents have been captured into the repository, (click) they’re available to anyone on the network for viewing and routing based on their security or permission level. Documents can be quickly and easily retrieved instantly from their desktop through a search functionality, eliminating the need and the extra time required to go through physical file storage units. <CLICK>
• Scan and capture into repository • Index for quick and easy search and
retrieval • Desktop Ad-hoc viewing and routing • Capture directly other software
system
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Presentation Notes
A key component of a document management system is the indexing of documents in the repository for ease of retrieval. Document management solutions integrated with your ERP system can leverage existing data known about a document to automatically index it into the image repository – for example, the invoice number and customer name on a customer invoice can be used to automatically index that document for easy retrieval later.
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Demo Distribution Company
Presenter
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***ANIMATION SLIDE*** We want to search for document types consisting of AP purchase order, AP receiving slip and AP vendor invoice, which we’ve highlighted here from the Document Type list. We also know the purchase order number is 4288 so we’ll input that into the purchase order field. (click) We’ll click on the search button (click) at the top left… (click) which will bring up all of the selected document types containing that purchase order number. To view any of those documents, we’ll highlight the ones we want to see. In this case, let’s highlight all of them. (click) We’ll click the open button on the top left (click)…
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Workflow
• Route documents electronically to appropriate departments or individuals to expedite approval process
• Automates approval of a paper-based processes • Approval stamps indicate by whom and when a document was
approved • Allows for full visibility to document status and history
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Presentation Notes
Workflow is all about routing documents between employees for approvals, coding (if required) and general communication. Let’s look at it through the lens of an invoice approval and entry process.
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Paperless Process
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Presentation Notes
Next I would like to share with you some very common uses of Sage ERP Document Management across a variety of business processes. First up is the AP process – first I will review some basic product information and then we will see a screen shot demo.
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Acknowledgement
Purchase Order
AP Check
Packing Slip
Vendor Invoice
Open Order File
Paper-Based Accounts Payable Process
2 3 4
1
Closed Order File
Copy 1 = Mail to vendor
Copy 2 = Numerical
Copy 3 = File copy
File original
File original
Manually route for approval
File original
5 Copy 1 = Mail to vendor
Copy 2 = Numerical
Copy 3 = File copy
Invoice Approver
AP Processor
Receiver
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Acknowledgement
Purchase Order
AP Check
Packing Slip
Vendor Invoice
Paperless Accounts Payable Process with Sage ERP Document Management
3 4
Automatically captured from your accounting package
Print /mail/fax directly to vendor
Scanner/fax machine
Electronically route for approval
Automatically captured from your accounting package Print/mail/fax directly to vendor
***ANIMATION SLIDE*** To illustrate workflow, here we see an AP process worker’s desktop. She has opened the first document in her workflow which is an invoice from Delforms. This invoice needs to be approved, so she will (click the “send to” pull down menu) select which workflow to send this to (click) and then hit send… (click on the “send” button)
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SAMPLE OF ANNOTATIONS
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Presentation Notes
Here’s just a sample of some of the annotations one can make on the document…
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Email Approvals
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***ANIMATION SLIDE*** You can also allow for email approvals of documents which is especially helpful if you have a traveling workforce. Can be done from a mobile phone as well. Mobile phone must have a viewer to display the document. The web page utilized for the approve/deny URL must be publicly accessible.
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Email Alerts
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***ANIMATION SLIDE*** Once a document has been sent to the someone for approval, an email alert can be generated. Email alerts can be especially helpful to notify people. They can show a summary of documents sent to a workflow
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CFO WORKFLOW
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***ANIMATION SLIDE*** The CFO has now received the document in his workflow for approval and has opened it. He’ll apply his approval stamp... (click) and then he’ll send it to the approved workflow by selecting it from the “send to” field (click the “send to” field) and then clicking the “send” button (click on “send” button)
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AP Processor
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Using the GL Smart Form the transaction was imported into the Sage transaction window. Once this transaction is saved, CLICK – unique values from the transaction window are updated as document properties. This is important because document properties are your search criteria about a document, and link the document to the transaction window. Emphasize that this is just an invoice but think about other ways to use workflow. Highlight and talk about the view documents button.
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ERM Capture
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To finish off the process: the transaction is posted, cut checks and ERM capture the check. Review key elements of ERM. All documents are now linked through document properties and retrievable within various Sage windows and also within the document management solution. Let’s now look at the Search and Retrieval capabilities of the software.
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AUDIT AND
TRACKING
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ROUTING & DISTRIBUTION
• Ad hoc retrieval and routing • Automatically schedule and route documents • Multiple/varied delivery methods and formats
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SENT ACCORDING TO RECIPIENTS’ PREFERENCE
Sage ERP Document Management
Advanced Business Tools
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Start with a blank canvas
What’s Your Process??
Business Process Improvements
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It’s a blank canvas. I would like to encourage you to think about your processes. What are your documents and processes? Who needs to touch documents. Where do you spend a lot of time managing paper? Here are some great samples to help you. We are going to focus on Smart Forms next. This tool allows for the creation of documents and management of processes. The Smart Form Toolkit is another differentiator for us. It is a tool to empower you to take control of your process. As your firm grows and changes, why not eliminate paper and use technology to work more effectively. The next examples are what customers have come to us with and asked for a solution to improve their process.
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• Streamline and structure business processes • Easily create sophisticated forms • Minimize data entry • Gain visibility to documents throughout the process • Execute a process without needing an ERP license
Any Department…..Any Process!!
Smart Forms can help you…..
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Presentation Notes
Now let’s stop for a minute, any document management system should be able to do normal processes 1. like coding outside of erp system 2. integrate out – of – the – box to the ERP, 3. capture documents automatically from the ERP etc etc. 4. Also, everyone should be an electronic file cabinet for documents and be able to link documents together……. So, when looking for a document management system and asking me about what I would recommend the system do, those are your minimal requirements. And there are features within this context that still set the SAGE ERP DOC MNGMNT SYSTEM Apart – but that’s for another discussion. Next, I want to showcase a piece of the overall solution that really sets us apart. When I am working with customers on a daily basis I ask them to think about their business today. Beyond your individual function, what is really going on. Most companies are developing forms for various reasons, or there are many manual processes to ensure information is gathered correctly, company policies adhered to but the major driving element is to do business faster without adding additional resources. So we need to look to technology to help us. We have developed a tool to bring visibility to all business processes. Some examples that come to mind: A healthcare company wanted to gathered information about patients as they are admitted. They needed visibility into all documents that related to this patient and then repurpose the data in other ways. Another company had manual requisitions they had printed up, routed for approval etc. Another company wanted to bring in customer orders and massage the data before updating a sales order So I hope these ideas and the examples I show you really get you thinking about the productivity you can bring to your company. text Geoff and lets see if we have any trending we can report back on.
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Smart Form Examples
• Credit Card Expenses
• Human Resources New Employee Onboarding
• Expense Report Processing • Check Request
• Purchase Requisition
• AP Check Review
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Presentation Notes
Here are some examples to get you really thinking about which may be important in your business – and next I will highlight a few so you can get a really good visual of how this works.
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Presenter
Presentation Notes
Does anyone struggle with the processing of expenses? Eliminate Manual Sorting and Entry Automatically bind receipts to associated expense reports in your financial software. Improve Employee Self-Support Shift receipt-expense matching to submitting employees and make documents available from self-service portals. Speed Client Services Billing Quickly compile and send receipts, time sheets and other project documents required for billing. Enhance Expense Control and Compliance Readily compare employee expenses against receipts and provide backup for auditors
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How much time would it save if you could more quickly create *click* attach receipts *click* get approval and process expense reports.
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One common use is to help facilitate the on-boarding process.
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This is an animation screen so become familiar with it to time your story to the animation. The flexibility of the Smart Form Toolkit is phenomenal. In this case, the Smart Form is tracking new employee on-boarding process. Has this person completed their insurance forms? Did they get a key card? Etc. There is added value in being able to see all documents related to this employee right here in the window. You can open the documents for viewing with the click of a mouse, or you could add additional documents.
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Check Request
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Document Creation
Check Request
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Check requests are another process you could use a smart form to streamline. How are you currently handling check requests? Do you put a sticky note on it only to have it fly off? Miss a deadline? Then it sets off a flurry of activity.
