- Active Import
- Internet Server
- Content Folder
DocuWare was introduced simultaneously with the company's founding. The costs at the time were approximately 75,000 €. The DMS was implemented seamlessly; the company's IT staff handled the installation itself along with the integration of their Tobit communication software. Training time was minimal because of DocuWare's simple and intuitive interface. All of the company's employees work with the archiving solution.
In the beginning, only invoices (copies from the client) were electronically archived. But soon, other document types followed, including account statements, correspondence, debtor management materials, credit insurance information and anything from their entire accounting program. "Our clients send us copies of the invoices that they initially sent out to their customers either in a paper format or as PDF files," explains Braun. This alone represents up to 2,500 documents per day. Paper invoices are captured with a Canon DR 9080C scanner. Information, such as an invoice number, are read and added to the archive as index criteria. Invoices that are sent as PDFs are automatically enhanced with a (blank) invoice-form overlay, indexed and filed by the DMS. Various records and analysis generated by the Factoring software are stored overnight in the central document pool via COLD procedure. Every day, the company handles up to 4,500 documents, which might include: invoices, letters, booking records from their accounting program, debtor management information (lists of open accounts or payment reminders), daily/monthly overviews for customers as well as internal analysis regarding revenue or customer payment history.
Integration with Tobit Communication Software
Thanks to DocuWare, this factoring firm is not only able to archive documents in a secure, tamper-free manner, but convert it into useful services for clients: "Our clients must know everything they can about their customers," says Braun. "We provide them with the most current numbers." Overnight, information is derived from archived documents. This might include account statements or an overview of a customer's payment history. A.B.S. clients can also simply request an overview of open accounts or payment reminders. Who receives what type of information is pre-set with parameters. Tobit, a communication package, provides them with a solution that saves both time and personnel: information is distributed automatically by e-mail or fax - directly from the DocuWare Server.
Access to Archive via Internet
Aside from this regular feed of current information, A.B.S. is able to provide its clients with an additional service thanks to the DMS. Using DocuWare INTERNET-SERVER, clients can access their own data online, maintaining a status that is truly up-to-the-minute. "This happens seamlessly," confirms Braun. Clients access the application simply by entering a password on the A.B.S. A quick, last-minute look into Open Receivables can be a handy tool before the next visit with a customer. Because whether or not (and to what degree) a customer has paid for the last shipment is not the only critical factor determining future business; with a click of a button, DocuWare gives A.B.S. clients a complete history. A.B.S. management views this full-service factoring as a serious competitive advantage.