1. Automatically E-mail, Fax, Print and Archive documents from Baan and ERP Ln, such as Purchase Orders, Sales Invoices, Reminders, Acknowledgments and much more! Baan Mail-Merge 7.1

2. The Problem: Delivery of Documents Everyday your company creates several documents such as purchase orders, invoices and reminders. These documents need to be sent to suppliers, customers, subcontractors or internal employees. You may wish to attach other documents like AutoCAD drawings, pictures or work instructions together with these Baan documents. The challenge is to perform this in a process that is reliable, speedy and cost effective.

3. Baan Mail-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. Hundreds of companies around the world are happily using Baan Mail-Merge daily to automate sending of documents to their business partners. The Solution: Baan Mail-Merge

4. 1)Cut postage costs 2)Cut stationary costs 3)Cut phone costs (telephone tags or waiting for a fax) 4)Improve cash flow 5)Reduce lead time 6)Improve company image Baan Mail-Merge: Benefits

5. Benefits (Amphenol Jaybeam) Amphenol Jaybeam from the UK used to print all invoices and order confirmations and then send them by regular mail. Purchase orders were printed and faxed, which often resulted in a labor intensive procedure or suppliers not receiving the right order or not receiving anything at all. In addition, missing orders were a large concern plus wasting time in sales and Administration with sorting, folding and posting. When they implemented Baan Mail-Merge in 2008, sending became automated and much easier. There is also a money saving factor in less letterhead paper, envelops and regular paper being purchased – and less faxing and posting charges.

6. Baan Mail-Merge performs the following: 1- Parse to individual documents 2- Recognize supplier/customer/business partner 3- Match with e-mail, fax, printer and archive preference 4- Customize for a professional look 5- Add “inserts” that are document specific 6- Personalize with cover letter 7- Deliver by preference Baan Mail-Merge: 7 Steps

7. 1) Baan Mail-Merge: Parse 1) Parse Baan Mail-Merge automatically parses the output run and recognizes each document

8. 200120 120130 123456 226 221 225 223 338 339 334 332 123 222 223 210 345672 342567 200203 230345 120130 675234 223109 234569 123459 1) Parse 2) Recognize Baan Mail-Merge automatically recognizes the business partner for each document (supplier for purchase order) PO Supplier 2) Baan Mail-Merge: Recognize

9. 1) Parse 2) Recognize 3) Match Baan Mail-Merge automatically matches each supplier or customer with their preferred method of delivery: e-mail address, fax number, printer name and archive path 3) Baan Mail-Merge: Match

10. Each document can be sent to a combination of e-mail, fax, printer and archive Request Receipt and priority for e-mails Return e-mail addresses is defined when no e-mail is defined. You can define multiple printers for every printout. Possibility for using multiple address books Support for different e-mail systems Support for different fax servers Printing on server and client printers Archiving on server or client Match: E-mail, Fax, Print and Archive

11. 1) Parse 2) Recognize 3) Match 4) Customize Baan Mail-Merge reformats the output coming from Baan/Infor Ln and adds what is needed for a professional look 4) Baan Mail-Merge: Customize

12. An easy to use design allows for adding company logo, background Customize: Generate Professional Documents You can also sign your documents electronically

13. Logo and background can be JPG or PDF files Add additional pages at the beginning or at the end of the document. Add a specific page between every two pages of the document (ex. Terms). Support most fonts Support most languages and encodings Customize: Make Professional Documents

14. 1) Parse 2) Recognize 3) Match 4) Customize 5) Add 5) Baan Mail-Merge: Add Baan Mail-Merge automatically adds “inserts” that go along the document, like photos and datasheets of the items ordered

15. Add: Attach Additional Files Documents defined in document management system (like Baan Hot Link or ODM) can be automatically attached to document being sent.

16. The purchase order it self The same file can always be sent together with the Baan document (as an example, the terms and conditions with the PO). You can also attach files depending on certain values in the document (as an example, an AutoCAD drawing for every item in the PO). Add: Attach Additional Files to E-mail

17. Mtorres from Spain uses cgm files (Graphics Metafiles) to view items. They had a requirement to e-mail a production multi-level Bill of Material and attach a cgm file for every item. This was also accomplished using Baan Mail-Merge auto-attach mechanism. Add: Attach Additional Files, an example

18. 1) Parse 2) Recognize 3) Match 4) Customize 5) Add 6) Personalize Baan Mail-Merge automatically prepares a personalized message body or cover letter to go along the document 6) Baan Mail-Merge: Personalized

19. A personalized message to go along with the e-mail or fax being sent – includes free text, variables and labels. A user defined footer with address data. You can have a different message for every language of the document Personalize: Message Body, Cover Page

20. 1 Parse2 Recognize3 Match 4 Customize 5 Add6 Personalize 5Attach Terms and photos of items 6Personalized Message Body 4Customize

21. 1) Parse 2) Recognize 3) Match 4) Customize 5) Add 6) Personalize 7) Deliver Baan Mail-Merge can automatically delivers each document to the associated business partner. 7) Baan Mail-Merge: Deliver With Purchase Approval Module Approve Purchase Orders before delivering

22. With the “One by One” mode you can review each document before sending it, verifying e-mail addresses and fax numbers, writing a special note to go along with the document sent, possibly add/delete attachments, setting the e-mail priority and ask for an e-mail receipt. Deliver: One-By-One

23. As an example, “Print Purchase Orders” to the Baan Mail- Merge device. ( The purchase order run has 700 purchase orders) In few moments… 400 purchase orders will be e-mailed 100 purchase orders will be e-mailed and faxed 180 purchase orders will be faxed 700 purchase orders will be archived on disk 20 purchase orders will be printed (to be manually picked and sent by mail) All this will be done automatically! Deliver: Automatic

24. Baan Mail-Merge produces a log file that reports all documents and attachments that were sent. Follow-up: Report of all Documents Delivered

25. JVK in Canada uses the NAZDAQ solution to e-mail and fax acknowledgments to customers, including sending a copy to the sales representative. Deliver: Faxing, an example When JVK was looking for a fax solution to integrate with Baan Mail-Merge in 2003, few options were available. They decided to choose Internet faxing as they found it to be an economical solution to in-house fax servers. It has proved to be definitely faster when dealing with the great volume of documents they have.

26. Talum in Slovenia prints 250 invoices and 250 Performa invoices every day. Deliver: Printing, an example They wanted to print each one at different printers in different departments: Finance, Marketing, the mother company, the warehouse and the shipping departments. All this was accomplished using Baan Mail-Merge.

27. A Company in Germany found a creative way to use Baan Mail-Merge. Deliver: Archiving, an example They began to use it in 2003, but wanted to archive all old purchase orders from 1999. They initiated a job and printed all the old orders and created thousands of PDF files.

28. W&H Dentalwerk Buermoos in Austria were using Baan 4 and looked for a tool to be able to send PDF business documents by e-mail. Baan Mail-Merge: Baan 4, Baan 5 and ERP Ln They implemented Baan Mail-Merge in 2002 and used it to e-mail purchase orders and to dispatch production orders in a nightly job. When W&H decided to roll-out Infor ERP Ln 6.1 in 2007, they upgraded Baan Mail-Merge. Josef Nobis from W&H summarizes the relationship with NAZDAQ: "The tools are reasonably priced and functioned problem-free once it is installed. Due to the service contract we could use the newest versions at any time and receive perfect support".

29. To get a free demo version contact us at: info@nazdaq-it.com NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln Customers. Other products from NAZDAQ are B2Win, B2Email, Baan Hot Link, B-Notified, Baan Color Changer and Baan Query Tool