Automatically , Fax, Print and Archive documents from Baan and ERP LN; such as Purchase Orders, Sales Invoices, Reminders, acknowledgments and much more! b2Mail-Merge 8.5

The Problem Working with documents Handling the mass number of documents created daily, is every company’s challenge

The Problem Working with documents Company’s daily challenge of creating mass number of documents: – Documents such as purchase orders, invoices and reminders need to be sent to business partners – Performing this process in reliable, speedy and cost effective way

The Problem Working with documents The demands of every modern enterprise boils down to: – Improve customer/vendor communications – Improve cash flow – Spend less money doing it – With no complications

Important Facts Working with documents Most Organizations are not aware of the amount of time and money spent on working with documents 30$/hr, knowledge workers waste 4,500$/year, working with paper 90% of business inform-action 60% of employee time 15% of company revenue Total cost: 4,500$/year The Average doc is copied 5 times 85% of docs in paper form

The Problem Working with documents

Important Facts Greener is better Saving the planet and our wallet Automating paper & office processes workflow Less reliance on paper based transactions Evolving business processes “to do more with less” Organizations with all sizes are challenged today to improve business processes, in order to comply to international standards!

The Solution b2Mail-Merge Purchase Orders Invoices Order Acknowledgments Reminders b2Mail-Merge b2Mail-Merge allows companies to automatically e- mail, fax, print and archive documents. This powerful engine can handle any output comings from Baan or Infor ERP Ln. FaxFax PrintPrint ArchiveArchive

How b2Mail-Merge works? 7 Phases Parse Recognize Match Customize Add Personalize Deliver

How b2Mail-Merge Works? Parse, Recognize & Match – (Phase 1-3) P.OP.O SupplierSupplier ParseParse RecognizeRecognize b2Mail-Merge automatically recognizes the business partner after parsing each document (supplier for purchase order) MatchMatch b2Mail-Merge automatically matches each supplier or customer with their preferred method of delivery: address, fax number, printer name and archive path

How b2Mail-Merge Works ? Customize – (Phase 4) b2Diz - PDF Report Designer b2Diz - PDF Report Designer enables you to produce PDF files with different font size, type and color and can change text from the original layout. This is performed using a friendly wizard that makes report customization an easy and friendly task!

How b2Mail-Merge Works ? Customize – (Phase 4) CustomizeCustomize The easy to use NAZDAQ PDF Customizer to design a report. Allows you to create PDF with different font size, type & color, and move text from the original layout. Also you can add background and logo. You can also sign your document electronically

How b2Mail-Merge Works? Add – (Phase 5) AddAdd b2Mail-Merge automatically adds “inserts” that go along the document; such as photos and datasheets of the items ordered Documents defined in document management system (such as bHot Link or ODM) can be automatically attached to document being sent

How b2Mail-Merge Works? Add – Example (Phase 5) You can also attach files to the Baan ERP document depending on certain values (as an example, terms and conditions, or/and an AutoCAD drawing for every item in the PO)

How b2Mail-Merge Works? Personalize – (Phase 6) PersonalizePersonalize b2Mail-Merge automatically prepares a personalized message body or cover letter to go along with the document A personalized message can go along with the or fax being sent – includes free text, variables and labels. A user defined footer with address data. Free Text Variables & Labels User Defined Footer

How b2Mail-Merge Works? Summary of 6 Phases ParseRecognizeMatchCustomizeAddPersonalize

How b2Mail-Merge Works? Deliver – (Phase 7) DeliverDeliver Baan Mail-Merge can automatically deliver each document to the associated business partner

How b2Mail-Merge Works? Before you Deliver – The Approval Module With an additional module, you can send purchase orders for cycle approval by managers before delivering

How b2Mail-Merge Works? Deliver – Interactive mode (Phase 7) With the “One-by-One” mode, you can review each document before sending it, verify addresses and fax numbers, write a special note to go along with the document sent, possibly add/delete attachments, set the priority and ask for an receipt.

How b2Mail-Merge Works? Deliver – Automatic mode (Phase 7) With the “Automatic” mode, you can schedule a nightly job were documents will be automatically sent to addresses, fax numbers, printers as well as archived.

How b2Mail-Merge Works? Deliver – An Example (Phase 7) ed 400 Print Purchase Orders” to the b2Mail-Merge device ( The purchase order run has 700 purchase orders) ed & Faxed 100 Faxed 180 Archived on Disk 700 Printed 20 +

Why b2Mail-Merge? Main Features Each document can be sent to a combination of delivery methods: , fax, printer and archive Request receipt and priority for s Multiple printers can be defined for every printout Support for multiple address books

Why b2Mail-Merge? Main Features Support for different e- systems Support for different fax servers Printing on server or client Archiving on server or client Supports all Baan versions: Baan4, Baan5, ERP LN

Why b2Mail-Merge? Main Features b2Mail-Merge produces a log file that reports all documents and attachments that were sent

Why b2Mail-Merge? Barcode and Special Graphics Extension Support for barcode and special characters when generating PDF files Automatic inclusion of logo, footer, background and signature This extension uses a special printer that works through centralized installation on each Windows client using Mail-Merge

Why b2Mail-Merge? Benefits Cut postage costs Cut stationary costs Cut phone costs (telephone tags or waiting for fax) Improve cash flow Reduce lead time Automate & improve business processes Improve company image (greener, better service)

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