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.onRoad Paperless is the solution for computerized management of fiscal sales allowing immediate document digitalization, including the addressee’s signature and its sending in a secure way to the Company’s document management system to file the document
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Innovative Solutions
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless
Aton Paperless is the set of solutions designed to eliminate
or reduce the use of paper in mobile processes
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless
A Use Case
Copyright © 2010 Aton S.p.A. All Rights Reserved
Use Case
Route Accounting Sales
Copyright © 2010 Aton S.p.A. All Rights Reserved
Use Case
In a typical Route Accounting process the salesman• delivers goods to Customers• records delivered goods via his mobile device • prints a document (e.g. delivery note), usually
in 3 copies, asks Customer to sign them and then gives him a copy
Copyright © 2010 Aton S.p.A. All Rights Reserved
Use Case
At the end of the day the salesman:• goes back to HQ’s to reload his vehicle• hands in copies of released documents for
storage in HQ’s• These copies signed by who receives goods
might be useful, for example, in case of future complaints
Copyright © 2010 Aton S.p.A. All Rights Reserved
Without Aton Paperless
What does this approach mean?
Copyright © 2010 Aton S.p.A. All Rights Reserved
Without Aton Paperless
Accumulation of thousands of paper documents
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Without Aton Paperless
Employment of dedicated personnel to manage these documents
Copyright © 2010 Aton S.p.A. All Rights Reserved
Without Aton Paperless
Slow document search
Copyright © 2010 Aton S.p.A. All Rights Reserved
Without Aton Paperless
Slow Document Search
• In case of Customers’ claims on delivered goods, many Companies prefer to pay the customer the product cost rather than waste resources looking for a document hard-copy signed by the addressee and confirming delivery of goods
Copyright © 2010 Aton S.p.A. All Rights Reserved
Without Aton Paperless
Costs of document conservation (spaces, cupboards, air conditioning) and security (access control, etc)
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless
Aton Paperless
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless - Focus
At which points of the process described can Aton Paperless Solution be inserted?
• Towards the Customer, precisely when a document is produced to certify delivery
• When managing document copies in use by Head Office
Copyright © 2010 Aton S.p.A. All Rights Reserved
Before printing delivery note (if necessary), Customers sign directly on device screen
Aton Paperless - Focus
Copyright © 2010 Aton S.p.A. All Rights Reserved
Just one hard-copy is printed for each document, if requested* by the Customer
Customer’s copy Salesman’s copy Head Office’s copy
*Whenever the customer adheres to electronic document notification (web, email…), the system can become 100% paperless
Aton Paperless - Focus
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless - Focus
Electronic document dispatching to Aton Paperless document filing system
through secure channels
DOCUMENT FILINGDOCUMENT DISPATCHING
IN COMPLIANCE WITH DOCUMENT FILING STANDARDS*
*powered by:
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless - Focus
Immediate access to electronicdocument by authorized users
Copyright © 2010 Aton S.p.A. All Rights Reserved
Advantages of Aton Paperless
Advantages of Aton Paperless:• Less time spent in document production
before the Customer (various printouts and signatures become unnecessary)
• Document scanning is no longer needed: the signed document is digitally produced to be later sent to document filing system
Copyright © 2010 Aton S.p.A. All Rights Reserved
Advantages of Aton Paperless
Advantages of Aton Paperless• Practically nonexistent document search times, not
random ones as in the case of hard-copies• Possibility of sharing documents with all authorized
users, anywhere• Saving on space that should otherwise be used to file
bundle binders• Long document lifetime: the document does not fade
and is always ready for consultation throughout time• Security: it is not necessary to control files and
cupboards to prevent unauthorized access
Copyright © 2010 Aton S.p.A. All Rights Reserved
ROI Immediate Return on Investment
Advantages of Aton Paperless
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless
Environmentally FriendlyMore trees and less energy used up to heat environments full of paper…
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless
Technical View
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless - Tech View
Solution Components• Mobile Application enabled for “Aton
Paperless” function (e.g. .onRoad) • Aton Paperless Web Service: web service
receiving documents and metadata from the mobile application, integrated with the document system
• Document Management Systems and possible substitutive filing*
*see Appendix
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless Solution’s Architecture & Flows
DOCUMENT FILING
ERP
PAPERLESS WEB SERVICEHTTPS SAFE
CONNECTIONHTTPS SAFE CONNECTION
Users access digital documents by means of the Document
Management System chosen
100001001
DOCUMENT+ SEARCH METADATA
ONROAD DATA
SIGNED DOC DATA
Aton Paperless - Tech View
Mobile application data flows (e.g. .onRoad) are independent from Paperless Document Management
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless Webservice• can either be provided “as a web service” or installed at the Customer’s
• This application manages documents from all Paperless PDA’s and sends them to the Document Management System
PAPERLESS WEB SERVICE
Aton Paperless - Tech View
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless
Possible options for Document Management System:
• Arket (installed at the Customer’s)*• E-Masterit (Software As A Service)*• Other systems**
DOCUMENT FILING
* in-roadmap integration already contemplated**planned integration project with Document Management System chosen
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Aton Paperless
Beyond .onRoad:PAPERLESS MOBILE MODULE
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless Mobile Module
What is the Paperless Mobile Module? • It is an independent software component
which can be used in combination with other applications (Aton or Third Parties’) in order to enable them to access Aton Paperless functionality
Copyright © 2010 Aton S.p.A. All Rights Reserved
Paperless Mobile Module
• is independent from .onRoad
• can be recalled* from Aton or Third Parties’ applications
• sends data to Aton’s Paperless server
PAPERLESS MODULE
Paperless Mobile Module
* The application will have to be modified in order to send the necessary parameters to the Module
NOTE: Paperless Mobile Module will soon be available
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless - Focus on Regulations
Appendix(Substitutive Conservation)
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless - Focus on Regulations
Both European Union & Italian Laws nowadays allow to certificate part of their archives (invoices, VAT Records, General Journal…) in “Substitutive Conservation”, confering them total validity in terms of fiscal purposes and before the State:• costs are lower than paper’s (management & fiscal stamps)• no need to keep original documents• original documents may not have ever existed on paper
Copyright © 2010 Aton S.p.A. All Rights Reserved
Aton Paperless - Focus on Regulations
• Substitutive Conservation is a process applicable to a part of the electronic files
• It consolidates a set of documents introduced in a container locked by a Cryptographic Key, a Temporary Mark and a Qualified Electronic Signature from the Company’s Conservation Manager
MILAN ROME TURIN BOLOGNA TREVISO MADRID LISBON
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