How to become paperless and achieve a fast ROI © Equisys Ltd All rights reserved 23/10/2017 How to become paperless and achieve a fast ROI Mitch Brown

Agenda Introduction The Problem with Paper How Document Management solutions can help Solution Overview Summary and Next Steps

Zetadocs for NAV Leaders in document management for NAV Over 5,000 companies use Zetadocs Available in 17 countries in 7 languages In partnership with Microsoft Certified for Microsoft Dynamics NAV Member of the 2016 President’s Club Gold Partner

Is paper on top of your finance team? Question of the day Is paper on top of your finance team? Or is your finance team on top of your paper?

The Challenges with Paper: Purchase Order Process

Goods, money, and documents Purchase Order Cycle Document Flow Goods, money, and documents Vendors Your Company Customers RFQ Quote Purchase Order Order Confirmation Back Order Shipping info Invoices Remittance Payment Operations Sales Side Buy Side

Paper-Based Purchase Order Cycle Flow Request for Quote Received Order Confirmation Received Quote Received and Approved Purchase Order Sent to Vendor Shipment & Packing Slip Received Invoice Received Microsoft Dynamics Department A Billing Inquiries Department B So let’s take a deeper look at an example of a paper based Purchase order process. A request for some good or service is received by the purchasing team who then contact a vendor or vendors in order to receive a proposal. Once the Vendor proposals are received a copy of the proposal is typically filed in one or possibly more filing cabinets. Once approved, a purchase order will be sent to the vendor, which once again, will need to be filed along with the quote. The vendor may send an order confirmation notice, which means another trip to the filing cabinet. Eventually your order will ship and be received within the warehouse. The packing slip and vendor invoice documents will need to be stored with the other relevant information that had been received. Now your organization may not go through all of these steps but is easy to see how a paper based system is: Costly -Storage space and Equipment to maintain Time Consuming Filling and retrieving paper documents is slow as it requires a trip to one or possibly more filing cabinets Delays in accessing this information can lead to customer or vendor service issues such as Poor response times – because employees don’t have access to the files they need causing them to put vendors (or customer) on hold. Not having access to the right information can also lead to delays in the approve process Approval processes cause an organization loose out on any potential early payment discounts Finally a paper based system is Unsecure Documents can get lost or misfiled Accounting Payment Sent Payment Approved

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 Request for Quote Delivered Quote Received and Approved Order Confirmation Received Shipment & Packing Slip Received Purchase Order Delivered Document Archive Invoice Received Billing Inquiries Payment Entered Payment Approved

Typical Scenarios Sales Purchasing Electronic Invoicing Issuing Purchase Orders Proof of Delivery Supplier Invoice Processing Collections Management Supplier Invoice Approval Customer Service Expense Management Compliance Remittance Advice Notification

What to look for in a document management solution File Structure Searching Ease of use Anywhere access Integration with NAV Scanning Security

Demonstration

Zetadocs Express and Zetadocs for NAV users How it works link email, fax NAV File Electronic Archive NAV user MFP scan Zetadocs Express and Zetadocs for NAV users

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

Return on Investment Calculates savings for customer Electronic delivery of documents Electronic storage of documents Based on document volumes Available from the Zetadocs for NAV pages in the Products section of equisys.com

A better way… Handling paper is time consuming and costly Can your business profit from document Management? Visit zetadocs.com Watch the short videos and other webinars Speak to your account manager

Mitch Brown Contact me… Equisys Inc www.equisys.com 23 October 2017 Contact me… Mitch Brown Equisys Inc www.equisys.com mbrown@usa.equisys.com 678-942-7210