Comprehensive functionality to generate, process, store, and retrieve documents or files. For example, for quotations, contracts, orders, deliveries, POD’s, invoice transactions or statements, which would also be linked to their related accounts.
General files such as Terms and Conditions are also stored, and then where applicable attached or embedded within system generated documents.
While files such as product images and specifications can be stored for display and download within websites.
The drinks industry, like many others, often faces an overwhelming volume of paperwork that needs to be generated, delivered, received, and stored. Our integrated document management system efficiently addresses this challenge in a way that surpasses the capabilities of third-party solutions.
Design
A range of flexible Microsoft SSRS based documents, are provided for PDF generation. While TSQL scripts are used to generate structured data output files (csv, xml, EDI).
For example, in the drinks industry xml and EDI files are often used when integrating with 3rd party warehouses, customers and suppliers.
Outbound Document Processing
A range of highly configurable outbound communication workflows are provided for the generation of documents and their delivery via print, e-mail or file transfer. Outbound processing will be used for example for Invoices, Statements, Chasing Letters etc.
All documents can be produced in language specific layouts and with language specific content.
In the drinks industry customer and supplier facing documentation can be produced in the contacts own language and delivered via print, e-mail or file transfer depending on their requirements.
Inbound Document Processing
Documents can be processed that are received into folders, mailboxes or scanned.
The processing may be limited to automatic storage or can include the reading of barcodes, QR Codes or OCR for establishing links from the document to data within the system.
If the document contains structured data, then automated processing workflows can be configured. Inbound processing will be used for example for Suppliers Invoices.
Processing Workflows can for instance automatically release and invoice deliveries based on complete POD’s being processed or be configured to create sales orders from e-mail or EDI documents that are received.
In the drinks industry customer orders can be received electronically and processed automatically including acknowledging receipt and perhaps informing 3rd parties of required services and activities.
Storage and Retrieval
All documents that are internally generated are by default stored and linked to associated data, while inbound documents can automatically be stored through processing or manually by the user.
Documents and files can then be accessed and viewed directly from any associated data within the system. Storage and retrieval will be used for example for Customer and Supplier Invoices, POD’s etc.
In the drinks industry all standard documents would be stored, but in the fine wine sector additional condition images and reports may be held alongside individual consignments.
