Overview
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 SharePoint 2010. 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.
EASY SOFTWARE Detailed Overview
SharePoint
Microsoft SharePoint 2010 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.
SharePoint offers a fantastic, rapid 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 SharePoint allow you to search and retrieve Microsoft Dynamics GP data, but also data from Microsoft Office Word 2010 documents, Office Excel 2010 spreadsheets, and Office Outlook 2010 e-mail messages, as well as other types of documents by utilising the Business Data Catalog (BDC) in SharePoint 2010.
The latest version of Dynamics GP (2010) both enhances existing workflows by adding new workflow steps for approvals, and extends the number of pre-configured workflows from 6 to 9. The list now includes:
- 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
- Onboarding & Terminating Employees
- Preventive Maintenance Escalations
- Onboarding & Terminating Employees
- Vendor Approval
By using pre-configured workflows based on SharePoint, Dynamics GP enforces streamlined business processes.
SharePoint 2010 gives even more options for workflow development than its predecessor MOSS 2007, including Studio 2010, SharePoint Designer 2010 and Visio 2010 in addition to the Microsoft SharePoint Foundation (formerly Windows SharePoint Services with Dynamics GP 10). As such, 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.
Given SharePoint’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
