To capture incoming paper documents, all documents are now given a barcode at the workstation, scanned, and immediately filed in the central document pool. All of the data associated with the document, such as the supplier number, invoice number, and address, are automatically copied from the ERP system as keywords used for the indexing and filing process. Capturing documents from the merchandise management system happens automatically as documents are generated; they are also filed in the electronic file cabinet.
Employees with the appropriate permissions have immediate access to these documents whether they are invoices, delivery notes, offers, inquiries, or orders. Any questions – whether from employees, customers, or suppliers – can be answered without delay, which everyone appreciates. Every department makes intensive use of the central document pool, and employees are impressed with the time it saves them with filing and research.
Deploying DocuWare helped simplify some workflows as well. For instance, the DMS helped the Purchasing department speed up the ordering process. BEGO requires two signatures for each order. In the past, that meant that each order would be printed out, barcoded, and signed by the two responsible employees, then reviewed on paper by the Purchasing department, faxed manually to the supplier, and finally scanned and filed. Today, orders are signed as soon as they are printed, then scanned and filed right away. After a short approval process, the system automatically faxes them to the suppliers. This saves time every day.
Another advantage for the company is that all departments have rid themselves of paper files entirely. "That saves us an enormous amount of money and space," says Smolawa appreciatively.