Talbot worked with their trusted IT Vendor who recommended DocuWare because of its ease-of-use, workflow and document routing capabilities, and straightforward integration with 3rd party software. The company was very happy that there was zero operation interruption during the rollout. Their Authorized DocuWare Partner stayed onsite for one week, demonstrating DocuWare to each department and walking the employees through the new processes. Talbot operated both the manual and digital system in tandem for two weeks before completely switching to the digital process and they’ve never looked back.
Prior to DocuWare, Talbot’s sales order process was managed using a manila envelope to collect all the documents relating to an order. Everything from the initial order, to artwork approval, to shipping and invoicing was added to this envelope, called a docket, and transferred from department to department.
Today, sales orders are either scanned or imported into DocuWare where they wait in a digital queue until the order entry staff can input them into the company’s ERP system, Abaci. The order is then pushed back into DocuWare indexed with the reference sales order number, rep name and routed through the company’s workflow electronically using digital stamps. Once the artwork has been approved, Talbot places an order with their supplier and the merchandise is shipped directly to the customer. As soon as Talbot receives the invoice from the supplier, it triggers another workflow to invoice their customer. Talbot’s DocuWare solution mimics their manual system, except now workloads can be balanced among employees, and the process never bottlenecks!
When accounts payable invoices are received from a supplier, Talbot scans the invoice and enters information such as company, date, invoice number and total into the ERP system. Using DocuWare’s Smart Connect feature, all this data from the ERP system is automatically imported into DocuWare and used to index the invoice. This method eliminates double data entry and ensures that the invoice index fields and ERP information are consistent, making document retrieval seamless.