How to become paperless and ROI - Homepage | ArcherPoint · • Introduction • The problem with paper • How document management solutions can help • Solution overview • Summary

How to become paperless and achieve a fast ROI

equisys.com/products/zetadocs

Agenda

• Introduction• The problem with paper• How document management solutions can help• Solution overview • Summary and next steps


Introduction Offices in London, UK and Alpharetta, GA

Founded 1987, over 60,000 customers worldwide

History of product leadershipZetafax, Zetadocs for NAV, Zetadocs Expenses

Special focus on Microsoft DynamicsOver 5000 companies use ZetadocsPartnership with Microsoft (Zetadocs Express)


Question of the day



Paper – what is it costing your business?

1.5 hours per week wasted by workers looking for documents and information misplaced or lost**

*Source: ORS Group** Source: EDM*** Source: Workfront

20% of workers recreate documents they can’t find***

68% of paper used in an office is wasted*

That equates to hundreds of millions’ worth of time wasted a week



The Paper Challenges: Purchase Order Cycle


Typical document flow

RFQ

Quote

Purchase Order

Order Confirmation

Vendors Your Company

Customers

Back Order

Shipping info

Invoices

Remittance Payment

Purchase Side

Operations Sales Side

Quote

Purchase Order

Order Confirmation

Shipping info

Invoices

Remittance Payment

Signed Confirmation


Paper-based document flow for purchase order


Department A

Microsoft Dynamics

AccountingDepartment B

Request for

Quote Received

Purchase Order

Sent to Vendor

Order Confirmation

Received

Shipment &

Packing Slip

Received

Invoice Received

Billing InquiriesPaymentApprovedPayment Sent

Quote Received

and Approved

Paper-based document flow for purchase order



How document management changes everything

• Easy access • Quick search and retrieval • Better collaboration • Increased security • Less physical space required • Disaster recovery


Document management enabled purchase order cycle flow

Shipment & Packing Slip

Received

Invoice Received

Billing Inquiries

Document Archive

Request for Quote Delivered

Purchase Order

Delivered

Payment Approved

Payment Entered

Order Confirmation

ReceivedQuote

Received and

Approved


Document Management Enabled Purchase Order Cycle Flow

Shipment & Packing Slip

Received

Invoice Received

Billing Inquiries

Document Archive

Request for Quote Delivered

Purchase Order

Delivered

Payment Approved

Payment Entered

Order Confirmation

ReceivedQuote

Received and

Approved


Typical Scenarios

SalesElectronic InvoicingProof of Delivery TrackingCollections ManagementCustomer ServiceCompliance

PurchasingIssuing Purchase OrdersSupplier Invoice ProcessingSupplier Invoice ApprovalRemittance Advice NotificationExpense Management


What to look for in a document management solution

• File structure• Searching • Ease of use• Anywhere access• Integration with NAV• Scanning • Security


Demo


Mistakes to avoid

• Not clearly defining goals• Confusing document storage with document management • Focusing on one department or process• Not taking into consideration the user experience and how

users will be accessing the system• Review your requirements for the present and the future.• Overlooking the total cost of ownership


Document management examples

Fund and donation

Management

Contracts of employment

Goods received

note capture

Jobsheets

Maintenance contracts

Leasing agreements

Credit extension agreements

Order amendments

Statements and reminders

Return merchandise

authorisations

Paymentapprovals

Electronic Invoicing

Expense claims

Goods received notes

Remittance advices

Order confirmations

Credit application

forms

Pickinglists

Proof of Delivery tracking

Compliance Documents



Tips for a successful implementation

• Identify the type of document management system you are looking for

• Which departments can benefit • Determine who will need access to the system and how they

will be retrieving information• How many paper documents will you be scanning on a

monthly basis• Start with one department• Test, test and test again


Zetadocs for NAV Compatibility:• Microsoft Dynamics NAV 2009 RTC• Microsoft Dynamics NAV 2013 • Microsoft Dynamics NAV 2015• Microsoft Dynamics NAV 2016• Microsoft Dynamics NAV 2017• NAV Tablet client• NAV Web client• NAV Windows client (ClickOnce)Archive:•••


What to do next

Get Zetadocs Express!

•Download Zetadocs Express - www.zetadocs.com/express•Work with your ArcherPoint rep to install Zetadocs Express •Determine which, if any, upgrades are needed

http://www.zetadocs.com/express


Calculate your ROI

Zetadocs Delivery ROI calculator

bit.ly/zetadocsroi


A better way…

Handling paper is time consuming and costly

Can your business profit from document management?Visit zetadocs.comWatch the short videos and other webinarsSpeak to your ArcherPoint rep or contact us



Contact me

Sandra Cummins

Equisys [email protected]

[email protected]

http://www.intelice.com/

mailto:[email protected]

zetadocs.com

@equisysplc

linkedin.com/company/equisys

youtube.com/equisysplc

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