1. 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

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

3. 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

4. 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?

5. The Challenges with Paper: Purchase Order Process

6. 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

7. 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

8. How document management changes everything
Easy Access
Quick search and retrieval
Better Collaboration
Increased Security
Less Physical space required
Disaster Recovery

9. 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

10. 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

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

12. Demonstration

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

14. 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

15. 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

16. 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

18. Mitch Brown Contact me… Equisys Inc www.equisys.com
23 October 2017
Contact me…
Mitch Brown
Equisys Inc