Paperless commerce (CMS, DMS)
We build advanced document systems to enable paperless business. We use various DMS and CMS software solutions for this purpose. When building systems, we follow best practice and the existing legislation on documentary and archival material ZVDAGA.
With a document system, you can:
You control the processes
Save time and money
Exchange documents with business partners (B2B)
Integrate with existing information systems
The roll-out of the system is gradual and adapts to the needs of the customer. Our consultants help you to identify processes, create a classification plan, define the solution and implement it. We also provide regular training and ongoing remote support.
We have experience in implementing several different DMS and CMS software solutions (EBA, SharePoint, open source CMS systems).
Companies receive invoices from their suppliers in various forms. They can be in paper or electronic form. The company must pay the invoice within the agreed time limit or make a complaint. To do this, it must put in place an efficient process whereby the invoice is either accepted or rejected by the persons responsible.
Different invoices may be approved by different persons in the organisation, according to responsibility. To ensure that an invoice received is not lost, it must become part of the document system as soon as it is received. The document’s path through the validation process must be predictable. At each step, the relevant data must be recorded. In particular, the status of the process and the date and time at which key events in the validation process occurred are important.
A document enters the process in different ways. If the invoice is originally in e-form, it is usually received by e-mail and imported into the document system. If the invoice is in paper form, the first step is to capture it in electronic form using a scanner. This is followed by the capture of the metadata. This is the key information about the document that first helps the person responsible to approve or reject it. This is descriptive, date and numeric data, which is mostly captured automatically using OCR technology or directly from an agreed document structure (XML, JSON or other similar format). The captured metadata simplifies the entry of the document into the business information system (ERP) further down the process.
If the invoice is validated by the validator, it is automatically transferred to the IT system and no data re-entry is necessary. What’s more. Additionally, when the invoice is imported into the system, a data check can be carried out (e.g. the VAT calculation can be used to check whether the amounts for the invoice were correct). However, if the invoice is rejected by the validator, the process can be automated in such a way that a complaint is sent to the supplier by e-mail.