EDM for Sage ERP X3 by V1 with Automated Output Management and Purchase Invoice Automation Sarah...

EDM for Sage ERP X3 by V1 with Automated Output Management and Purchase Invoice

AutomationSarah Acton-Hughes – Strategic Sales Manager, V1 Limited

Richard King – Pre-sales Manager EMEA, V1 Limited

Sage ERP X3 EDM solution

Available to usewith V6.2 onwards

Distributed by Sage

Fully integrates the automated

management and archiving of all

documents within and outside of

Sage ERP X3

EDM SolutionEmbedded in Sage ERP X3

'Enclosures’ vs EDM

Sage ERP X3 EnclosuresAvailable only within Sage ERP X3Limited protection – files can be changed, deleted, lost ...Uncontrolled duplicationDifficult to auditLimited search capabilityNot suitable for long-term records management

EDM SolutionAvailable within Sage ERP X3, via web-based portal and other applicationsDocuments protected against changes/deletionConfigurable permissionsMetadata search capability, multiple indexesOptional full text indexingLong-term records management independent of Sage ERP X3Automated hiving and destruction

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What do we mean by documents?

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Provides efficient archiving, control and monitoring of

business documents

Sage ERP X3 EDMEmbedded Solution for Document Management

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Sage ERP X3

Sage ERP X3

Core EDM Solution for Sage ERP X3

Query and retrieval of documents via

portal widget

Archive external documents

doc. xls, ppt...

Archive documents produced from

Sage ERP X3 ( Invoice…)

Sage ERP X3 EDM

Demo

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Embeddedsolution

Outbound X3 Documents

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Destination: ARCHIVEDocument(s) will be generated in PDF format and archived in the EDM System.

Destination: AUTODocument(s) will be automatically printed, emailed or faxed and archived in the EDM System at the same time.

Optional fax server available for server-based faxing from the X3 in the browser – no printer drivers required.

Alternatively, use an Email to Fax gateway. In South Africa we partner with Vox Telecom for faxing without a modem from ZAR 30 per month.

Where does it get the contact details?

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X3 DatabaseBy default, email addresses or fax numbers are taken from the X3 database.

If you need to use multiple email addresses for suppliers, use:

Other email 2 = Purchase Orders

Other email 3 = Remittance Advices

If you need to use multiple email addresses for customers, use:

Other email 2 = Quotations

Other email 3 = Order Acknowledgements

Other email 4 = Sale Invoices

Other email 5 = Statements / Payment Reminders

On the pageEmail addresses or fax numbers on the document will override the database,

eg where a different contact is required for each order or where you have already collected email addresses in a different field.

How does it split batches of documents?

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Standard Crystal OutputThe EDM System uses the standard Crystal Reports output. Hidden fields are added to the report layouts which the EDM System can read to identify the document.

PDFs automatically splitCrystal normally creates a single PDF file for each batch. The EDM Solution breaks down the PDF into individual files for each document and processes them individually. So each customer statement in a complete statement run is individually emailed to the customer and archived in the EDM Systems for reference.

Certified Digital SignaturesIn some countries, some documents – such as Sales Invoices - need to be ‘digitally signed’ in order to be delivered electronically. The EDM System can automatically apply a digital signature to the final PDF file. There is an additional cost for this and the company needs to purchase a digital certificate from a Certificate Authority.

Can I re-design the document / email message?

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Standard Crystal OutputThe EDM System uses standard Crystal Reports output, so changing the report layout is easy and uses the existing familiar interface.

Covering email messageThe covering email messages are generated completely automatically, but the standard text can be easily edited. The system can use HTML emails with links to websites, etc.

Customisable DesignThe fonts, colours and background used in the covering emails are controlled by a CSS stylesheet which can be easily edited by a web designer to match a house style.

EDM Solutionfor Sage ERP X3 Users

Sage ERP X3 EDM Solution

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Securely archiveX3 ‘attachments’.pdf .doc .xls .ppt

etc

Archive X3 reportsand log files

Auto-archive Crystal PDF output

Query, view and retrieve archived

documents within X3 or a portal

widget

Sage ERP X3






etc



Auto-email (or fax)and archive

Crystal outputinvoices, orders, etc



widget


etc







widget

Batch Scanning Option


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etc







widget

EDM Solution for External Users

Securely archive Office documents, emails and attachments

Associate documents with X3 BPs without access to X3

Personalised access to documents from Internet Explorer

Scan or import batches of documents, invoices, PODs, etc

Use barcode recognition to automate indexing

Sage ERP X3

Sage ERP X3 EDM

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Embeddedsolution






etc







widget


etc







widget

Purchase Invoice Automation Solution

Batch Scanning Option


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etc







widget

EDM Solution for External Users

Securely archive Office documents, emails and attachments

Associate documents with X3 BPs without access to X3

Personalised access to documents from Internet Explorer

Use Optical Character Recognition to capture datafrom scanned or PDF invoices

Scan or import batches of documents, invoices, PODs, etc

Use barcode recognition to automate indexing

Sage ERP X3

Sage ERP X3 PIA

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Embeddedsolution

What’s New

Release 10.1 available for V7

Release 11 launch imminent

First product approved by Sage as a Certified Solution for Sage ERP X3

Still distributed by Sage, but V1 is engaging directly with local Business Partners to assist with localisation

Business Partner training by V1 available in US, UK and South Africa

Full range of V1 Document Management products available with Sage ERP X3

- Further product launches planned for Istanbul in May 2015

Opportunities with EDM

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Save Time and CostSave on filing, photocopying. Save space. Save on external archiving/storage.

Improve ProductivityMake documents available instantly to key staff

Compliance IssuesSecure archiving without the paper

Business ContinuityReduce the chance of losing valuable documents

Green AgendaUse less paper, fewer photocopies, more efficient document delivery

Manage Legacy DocumentsSimplify data take-on from legacy systems

Questions

EDM for Sage ERP X3 by V1 .

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Thank you!

[email protected]

[email protected]@WeAreV1.com

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EDM for Sage ERP X3 by V1 with Automated Output Management and Purchase Invoice Automation Sarah...

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