Document Management

Document Management with Dynamics GP

For Dynamics GP customers with document scanning and management requirements, we typically implement solutions from the EASY software suite available from EASY SOFTWARE or Zetadocs from Equisys. We have formed a close alliance with both suppliers.

We can also quickly develop a customised document management and workflow solution using Microsoft Office SharePoint Server (MOSS). This is the same technology used for Business Portal in Dynamics GP and this factor, combined with Dynamics GP Web Services capability, makes it easy for us to integrate such a solution with the Dynamics ERP system.

EASY SOFTWARE

The EASY suite of document scanning and management software embraces automatic capturing and indexing of incoming documents, supporting workflow processes and revision-proof storage of incoming and outgoing documents.

Documents (whether invoices, orders or any other type of document) are linked to the relevant business transaction within the Dynamics system environment and can be searched, retrieved and subsequently analysed according to the user’s access privileges.

The whole area of eInvoicing - invoice scanning, storage and management - is one of the most widespread applications of document management worldwide. EASY ENTERPRISE™ - part of the EASY suite - integrates easily to a wide range of accounting and ERP systems, including Dynamics GP. Invoices are scanned and stored electronically and automated through their approval process by the EASY Workflow system. Without leaving their desk, administration and accounts personnel can process, track and locate invoices in seconds, so there is no risk of paper loss or misfiling. Many benefits are quickly realised, such as greatly improved efficiency, productivity and reporting as well as reduced reliance on labour-intensive, paper-based processes which can be prone to error and for which it may be difficult to provide an audit trail.

Read our South East Water Case Study regarding their integration of EASY ENTERPRISE with Dynamics GP to facilitate invoice capture and processing.

Microsoft Office SharePoint

Microsoft SharePoint (or MOSS 2007) enables all documents, such as incoming purchase invoices and outgoing sales invoices to be easily and securely stored in a legally binding, revision-proof format. MOSS offers a fantastic search facility which includes a full link to the electronic version of the document held within the Dynamics GP database. Not only does the advanced search function of MOSS allow you to search and retrieve Microsoft Dynamics GP data, but also data from Microsoft Office Word 2007 documents, Office Excel 2007 spreadsheets, and Office Outlook 2007 e-mail messages, as well as other types of documents by utilising the Business Data Catalog (BDC) in MOSS 2007.

The latest version of Dynamics GP (version 10.0) has six “ready-made”, pre-formatted workflows for business process automation. These include:

• General Ledger Batch Approval
• Receivables Management Batch Approval
• Payables Management Batch Approval
• Credit Limit Override Approval in Sales Order Processing Entry
• Sales Quote Approval
• Purchase Order Approval

MOSS adds the new Windows Workflow Foundation features of the .NET Framework 3.0, which means we can easily extend the above workflows or develop custom-built ones to integrate with document and image management, thus ensuring that your unique business processes are fully catered for.

Furthermore, given MOSS’s deep integration with Office, users can trigger workflows inside their Office applications and can also see when workflow tasks have been assigned to them, without having to leave the particular Office application they are working in.

Zetadocs

Zetadocs for Microsoft Dynamics GP is a comprehensive document delivery and management solution. It can help accounts departments improve their efficiency, customer service as well as reduce the costs associated with producing and handling paper documents.

Zetadocs for GP Delivery Essentials is Equisys’s most popular product. It automates the electronic delivery via e-mail or fax of invoices, statements and other financial documents and reports (up to 20 GP reports out of the box). Documents can be delivered singly or in batches with just a few mouse clicks. Simple rules can quickly be set up to deliver documents according to the customer’s preferred choice (e-mail, fax or print) and this choice can vary across different document types. The solution also integrates with Microsoft SharePoint to allow you to archive documents automatically in SharePoint for immediate on-screen retrieval. Documents are also linked together in a transaction so that users can quickly track each stage of the sales or purchase cycle. Searching is effortless with search criteria based on any information contained in the document, even if not already captured in GP. Information contained in sent documents can also be accessed on-screen by non-finance staff or non-GP users without the need to involve the finance team.

The above solution can yield a very rapid ROI (see ROI calculator) if replacing conventional paper-based document delivery, which can be a very time-consuming and costly process - just think of the production, packaging and posting costs you’ll save!

Zetadocs for GP includes the Delivery Essentials component as well as the ability to capture incoming documents (either paper documents, e-mails or faxes) and links these into GP.

The addition of an application such as Zetadocs for GP gives our customers even more reasons for choosing Dynamics GP as their ERP solution.

  Zetadocs for Dynamics GP

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