How to become paperless and achieve a fast ROI Agenda - - PowerPoint PPT Presentation

How to become paperless and achieve a fast ROI

equisys.com/products/zetadocs

Agenda

• Introduction
• The problem with paper
• How document management solutions can help
• Solution overview
• Summary and next steps

equisys.com/products/zetadocs

Introduction

Offices in London, UK and Alpharetta, GA Founded 1987, over 60,000 customers worldwide History of product leadership Zetafax, Zetadocs for NAV, Zetadocs Expenses Special focus on Microsoft Dynamics Over 5000 companies use Zetadocs Partnership with Microsoft (Zetadocs Express)

equisys.com/products/zetadocs

Question of the day

equisys.com/products/zetadocs

equisys.com/products/zetadocs

Paper – what is it costing your business?

1.5 hours per week wasted by workers looking for documents and information misplaced or lost**

* Source: ORS Group * * Source: EDM * * * Source: Workfront

20% of workers recreate documents they can’t find* * * 68% of paper used in an

• ffice is

wasted* That equates to hundreds of millions’ worth of time wasted a week

equisys.com/products/zetadocs

equisys.com/products/zetadocs

The Paper Challenges: Purchase Order Cycle

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Typical document flow

RFQ Quote

Purchase Order

Order Confirmation

Vendors Your Com pany Custom ers

Back Order Shipping info Invoices Remittance Payment

Purchase Side Operations Sales Side

Quote

Purchase Order

Order Confirmation

Shipping info Invoices Remittance Payment

Signed Confirmation

equisys.com/products/zetadocs

Paper-based document flow for purchase order

equisys.com/products/zetadocs

Departm ent A Microsoft Dynam ics Accounting Departm ent B

Request for Quote Received Purchase Order Sent to Vendor Order Confirm ation Received Shipm ent & Packing Slip Received I nvoice Received Billing I nquiries Paym ent Approved Paym ent Sent Quote Received and Approved

Paper-based document flow for purchase order

equisys.com/products/zetadocs

equisys.com/products/zetadocs

How document management changes everything

• Easy access
• Quick search and retrieval
• Better collaboration
• Increased security
• Less physical space required
• Disaster recovery

equisys.com/products/zetadocs

Document management enabled purchase order cycle flow

Shipm ent & Packing Slip Received I nvoice Received Billing I nquiries

Docum ent Archive

Request for Quote Delivered Purchase Order Delivered Paym ent Approved Paym ent Entered Order Confirm ation Received Quote Received and Approved

equisys.com/products/zetadocs

Document Management Enabled Purchase Order Cycle Flow

Shipm ent & Packing Slip Received I nvoice Received Billing I nquiries

Docum ent Archive

Request for Quote Delivered Purchase Order Delivered Paym ent Approved Paym ent Entered Order Confirm ation Received Quote Received and Approved

equisys.com/products/zetadocs

Typical Scenarios

Sales Electronic Invoicing Proof of Delivery Tracking Collections Management Customer Service Compliance Purchasing Issuing Purchase Orders Supplier Invoice Processing Supplier Invoice Approval Remittance Advice Notification Expense Management

equisys.com/products/zetadocs

What to look for in a document management solution

• File structure
• Searching
• Ease of use
• Anywhere access
• Integration with NAV
• Scanning
• Security

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Demo

equisys.com/products/zetadocs

Mistakes to avoid

• Not clearly defining goals
• Confusing document storage with document management
• Focusing on one department or process
• Not taking into consideration the user experience and how

users will be accessing the system

• Review your requirements for the present and the future.
• Overlooking the total cost of ownership

equisys.com/products/zetadocs

Document management examples

Fund and donation Management Contracts of employment Goods received note capture Job sheets Maintenance contracts Leasing agreements Credit extension agreements Order amendments Statements and reminders Return merchandise authorisations Payment approvals Electronic Invoicing Expense claims Goods received notes Remittance advices Order confirmations Credit application forms Picking lists Proof of Delivery tracking Compliance Documents

equisys.com/products/zetadocs

equisys.com/products/zetadocs

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

equisys.com/products/zetadocs

Zetadocs for NAV

Compatibility:

• Microsoft Dynamics NAV 2009 RTC
• Microsoft Dynamics NAV 2013
• Microsoft Dynamics NAV 2015
• Microsoft Dynamics NAV 2016
• Microsoft Dynamics NAV 2017
• NAV Tablet client
• NAV Web client
• NAV Windows client (ClickOnce)

Archive:

equisys.com/products/zetadocs

What to do next

Get Zetadocs Express!

• Download Zetadocs Express - www.zetadocs.com/express
• Work with your ArcherPoint rep to install Zetadocs Express
• Determine which, if any, upgrades are needed

equisys.com/products/zetadocs

Calculate your ROI

Zetadocs Delivery ROI calculator bit.ly/zetadocsroi

equisys.com/products/zetadocs

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 ArcherPoint rep or contact us

equisys.com/products/zetadocs

equisys.com/products/zetadocs

Contact me

Sandra Cummins

Equisys Inc www.equisys.com scummins@usa.equisys.com 678-942-7218 info@archerpoint.com

zetadocs.com

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