Today, when an order is received via the Web, phone or fax, it is entered into AquaPhoenix’s ERP system and a sales order number is generated. Utilizing DocuWare’s Smart Index feature the information from the ERP sales order is used to automatically index the actual order, eliminating double entry. The sales order is then used to route the order through the assembly process.
The manufacturing department follows a similar process when making chemicals or reagents onsite. They maintain a strict quality control processes documented by a work order, which is created in their ERP system, then used to record production times and quality checks, as well as batch and lot numbers. At the end of the process, the completed work order is scanned into DocuWare where it is automatically indexed and stored and becomes part of the company’s quality control documentation.
Once an order is shipped, the completed sales order along with the shipping document is scanned into DocuWare where it is matched with customer purchase order and quality control documentation utilizing the barcoded sales order number and customer number printed on the sales order form. The accounting team then pulls up the order in DocuWare for invoicing and assigns the invoice number and date and stores the invoice.