Traditional paper processes and manual operations often block a company’s path to agility. Costs are recorded late, approvals take too long, and processing steps are not transparent.
Documents and critical information about transactions can be lost across multiple storage areas, and not connected to data in the ERP and Accounting systems.
AMS helps companies to overcome these limitations, with a central source of document control and process automation. Information is available to users within a few clicks, managers can see everything that’s going on in each workflow, and data in other applications can be matched to the corresponding documents.
Components and Features
Purchase Request Workflow
Submitting requests for equipment, supplies, and stock can be a lengthy process and often delayed when the relevant parties involved are in different locations.
Delays in authorising a purchase request mean the need of that person, or department takes longer to be fulfilled and can have a knock-on effect to other areas of the business.
DocuWare can provide an easy and automated way to manage the Purchase Requisition workflow, notifying the relevant parties immediately regardless of location, and linking the corresponding invoice to the PO and PO request.
Components and Features
What are you trying to achieve by implementing a document management solution?
AMS can help establish where an organisation can achieve the greatest gains in their processes, and suggest how DocuWare can be used to free up time for users and managers to spend on more productive tasks. Time spent filing documents, time spent looking for documents, and time spent recreating documents that have been lost.
Printing costs money, uses electricity, and requires storage space for filing cabinets, folders, and archive boxes. With space at a premium, and companies looking to reduce their environmental impact, reducing paper creation and storage requirements is a key part of most of our document management projects.
Improve supplier relationships
By automating tasks and workflows, invoices can be turned around quicker to ensure payment commitments are met and maintain good supplier relationships. By making it quicker and easier for users to find documents, they are able to provide more accurate and immediate information when handling inbound queries.
In most businesses there are bottlenecks such as requesting authorisation from someone who isn’t in the same location, or delays in getting a document to the appropriate person. By automating processes and workflows, users can access documents and provide approval regardless of location, and receive notifications immediately that there is a task requiring their attention.
Provide greater visibility
It can be difficult to see what’s happening for most organisations, and knowing which invoices require approval, and where they are in the process is a key part of an efficient Accounts Payable process. DocuWare provides a way for authorised users to ‘Monitor Tasks’ to see where each invoice is in the process, and who that task is assigned to. DocuWare also has an option to reassign a task that is stuck in a workflow, to another users.
Improve security and compliance
Data Protection, GDPR, Information Security, are key responsibilities of any company. Managing access to information and providing an audit trail to see how that information is being used is extremely difficult. DocuWare provides a centrally controlled document pool with configurable permissions to prevent unauthorised access. All actions are recorded with a full audit trial, and the ‘Full Text Search’ facility means that it’s easy to find keywords such as a person’s name, across multiple storag …