Newgen OmniScan Solution for SharePoint

TM

Scan, Digitize and Deliver

Template Based Bulk Scanning

Data Extraction

(OCR)Image

Assisted Data Entry

Export to SAP, SharePoint,

DMS

Image Enhanceme

nt

Store & Search

through HDD

Business Value

Indexing

Scanning Operator

Documents coming from

different LocationScanning Operator scans documents at the branch

office

Documents are received from different location

Scanning Operator

Entering Data from the document

Image

Document Scan and index

Auto extraction of data through OCR

Scanning Operator

Multiple records can be populated

Multiple document can be uploaded

Scanning Operator

Exporting documents to

SharePoint

Exporting document to SharePoint

Choose from different Libraries

Selecting SharePoint Library

Multilevel Folders are being created

automatically through OmniScan

SharePoint 365

Search Operation

Perform search operation on folders and documents

Exported document with Keyfields

Captured Key fields from OmniScan can be viewed

Document View

View document in different format

(PDF, Tiff, PDF/A)

Problems in manually tracking and filing of the invoices.

Poor visibility of the invoices approval process leads to  poor cash flow computation

Tracking a file for audit / recheck can take hours to locate and rectify

The system not driving accountability as there is no monitoring capability

High processing time can mean non availment of the vendor discounts

The Problems

The Solution

Capture Invoices from different locations

Linear workflow helps to automate the processing of the invoices & supporting documents

Integration with MS Dynamics AX Invoices kept securely with role based access

Lets have a look at Newgen Solution for

MS Dynamics

Purchase Department

create PO In MS Dynamic

Purchase Order Entry Screen

Email the PO to the Vendor

Scanning User

Vendor Sends the Invoice at Branch

with PO if available

Scanning Operator scans Invoice at the branch office

Purchase Department

Purchase Department user collects all Invoices and related documents from Vendor and Vendor goes back

Documents to be attached with Invoice

Invoice

Purchase Order

Goods Received Note

Invoices converted in electronic form through digitizationInvoices converted in electronic form through digitization

Purchase Department

Invoice Captured or Entered

Captured Supporting Documents

Image of Invoice

Purchase Department user

captures Invoice and related Documents

Branch User Branch Purchase Department user sends

the Invoice to Receiver at HO for verification.

Head Office

Invoice is now with Receiver at HO to move to approver or finance. After checking the invoice, he will send it to the Approver or can raise an Exception

Receiver user

Receiver User can add notes to

intimate approver user

Receiver Approves the Receiver Approves the Invoice for registration Invoice for registration

and sends it to the and sends it to the approver of main office approver of main office

Verification and Modification of data can

be done

Exceptions can also be Exceptions can also be raised from the links raised from the links

Receiver userIf there are no exceptions or problems with the Invoice, the Receiver sends it to the Approver for Non PO Invoice and

Finance for PO Invoice

1. a No Discrepancies Found

Receiver User at Main Office

1.b

D

iscr

epan

cies

Fou

nd

Exception Resolver

Ver

ifier

use

r R

aise

an

EXC

EPTI

ON

Exception Resolver resolve the exception ra

ised by Receiver user a

nd

sent it to back to offic

e for FINAL APPROVAL

3Approver User at Head Office

approves the Invoice based upon parameters and archive documents

for compliance.

Registration Documents are archived for Compliance

2

Image Enablement help the users to view the documents

archived in OmniDocs from

within MS dynamics

Click on OmniDoc to view the documents archived

in OmniDocs

Image Enablement help the users to view the documents

archived in OmniDocs from

within MS dynamics

MS Dynamics user can view the document associated with PO

Key Benefits of Newgen solution for

MS Dynamics…

Less Turn Around Time – High ProductivityIntegration of the capture solution saves time

in entering the data for indexing

The invoices could be tracked for their status and there is transparency in the system

There is a real time transfer of the invoices to the HO for approval

Approving the invoices became more standardized with a reduced TAT

• Better cash flow management as the status of the invoices is easily available online

Your window to Visibility in a Single Unified Interface

Invoice Image View

Invoice Details Section

Split Window Interface

Customized search for vendor details

Document based search

Customized search

Folder based search

Tracking and Monitoring of Vendor details

Country wise

vendor reports

Generation of reports based on criteria

LOB based or category

based reports can be

generated

RSPL – Case Study

RSPL Group is 3800 crore diversified conglomerate, which is committed to value for money propositions & credited with several innovations over last 3 decades. The sagacity to weave its business around consumer needs has conferred RSPL Group with a distinct value and identity. Efficient capital structure, cutting edge technology, operational discipline and a widespread distribution network, have together attributed to enhance RSPL Group and enabled the organization to deliver value to consumers. Keeping in line with its expansion programme, the company has established detergent manufacturing units in various locations across India to enable the company to fulfil the demand of its products across the country more effectively.

RSPL – Case Study

The problems faced by the customer: •The company was facing problems in manually tracking and filing of the invoices. •TAT related to the processing of invoice was high which sometimes led to non availment of the vendor discounts•There was no visibility in terms of the invoices which were in process for approval and hence cash flow computation was not up to the mark•Manual processing of the invoices was error prone and tracking a file for audit / recheck took hours to locate and rectify •The system was not accountable as there was no tracking and monitoring capability

RSPL – Case Study

The Solution:•Newgen ECM solution with Built in Linear workflow helped to automate the capture and processing of the invoices.•The Invoices from all the scattered locations were received are scanned using Newgen’s Enterprise level bulk scanning, indexing and search software called OmniScan. •The Invoices along with the supporting documents are exported to a linear workflow within OmniDocs where they are approved or rejected by the users based on the roles and the rights. •During the capture process there is an integration with the ERP wherein the indexing data for the captured documents is extracted from the database of the ERP based on a unique code.

RSPL – Case Study

The following were the benefits of the solution:-

•Integration of the capture solution saved time in entering the data for indexing •There was a real time transfer of the invoices to the HO for approval •The process of Approving the invoices became more standardized and streamlined with a reduced TAT•The invoices could be tracked for their status and there was transparency in the system •Better cash flow management as the status of the invoices is easily available online