DOCFLOW SYNERGY
DOCUMENT MANAGEMENT FOR
BUSINESS APPLICATION
VINCENZO COCCIOLO – Sales Director
marketing@docflow.it
Tel 02 57 50 33 66 www.docflow.com
DocFlow Italia Spa
SOLUZIONI AGILI PER IMPRESE AGILI
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Digital accounting
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Digital accounting
The accounting in the companies is
•
characterise by an elevated number of
documents, often having legal and/or fiscal
value
The mere adoption of the ERP systems does
•
not reduce the management costs of the
accounting processes as they always are in
document format
The recent norms that give value to the
•
electronic document consent the total
elimination of the paper format documents
from the accounting processes
Through the use of the electronic document
•
(invoices, forms, goods modules, etc.) it is
possible to reduce the global costs until
obtaining:
a saving between 25% and 50%
•
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Costs saving
• Cut of the operators work time
dedicated to the processes
management
• Cut of the documents research time
by the employers of other services
• Cut of the printing and copying costs
• Cut of the distribution costs
• Cut of the conservation costs
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Quality improvement
Besides the costs reduction, the
adoption of paperless processes
consents to obtain advantages
such as:
– Cut of the answer to the client times
– Elimination of the documents loss
– Privacy management simplicity
– Normative fulfilment
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Invoice management
possible efficiencies
Invoice printing Receiving Del. note control
25-50%
Copies preparation Copies preparation Order check
100%
100% 25-50%
Storing Internal distribution Payment
100%
100% 25-50%
Accounting
Shipping Archiving
100%
0-50%
100%
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Process users
5% 5%
Purchases
Sells Stampa della Ricevimento Controllo bolla
fattura
Credits management
Preparazione copie Preparazione copie Controllo ordine
Archiviazione Distribuzione Pagamento
interna
Contabilità
Spedizione
20%
15%
possible efficiencies
25%
Call center Quality
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Costs analysis
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Analysis model
• It is a model based on a manufacture medium size company
dealing with low complexity invoices
• Costs can remarkably vary according to the operator localization,
to the activity type and to the actual automation level
• However, the model is valid as a track for the calculation of the
company specific costs
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Analysis model
Let suppose a situation with the following
parameters:
– 20 account department employers
– 100 operators of the other departments
– 30.000 passive invoices per year
– 2 sids per invoice
– 30.000 bills per year
– 80.000 active invoices
– paper format archive
– 20% of the invoice to be validated
– 5 medium copies per passive invoice, of which three are stored
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Operators
Dedicated operator : he mainly performs an activity
related to the process execution (data entry,
archiving, .....)
– standard annual cost: 50.000 euro
Direct operator : he partecipates to the process
realisation performing a specific activity (check,
approval)
– standard annual cost : 60.000 euro
User : utilizes the process and the related
documents
– standard annual cost : 80.000 euro
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Active invoices and print‐outs
Material expenses faced in the active cycle are limited. In
fact, we consider the following annual expenses:
– Mail sending (80.000 * 0,7€) 56.000 euro
– Internal copies (80.000 * 0,05€) 4.000 euro
– Storage expenses 4.000 euro
– Bills printing and storage 8.000 euro
Total material expenses: 72.000 euro/year
INVOICES & PRINT‐OUT NUMBER STD COST ENGAGEMENT EFFICIENCY SAVING
Dedicated operator 1 € 50.000,00 80% 80% € 32.000,00
Direct operator 10 € 60.000,00 1% 50% € 3.000,00
Users 50 € 80.000,00 1% 50% € 20.000,00
TOTAL € 55.000,00
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Passive invoices
The material expenses imply the following annual costs
– Internal copies (150.000 * 0,05€) 7.500 euro
– Storage expenses 8.000 euro
Total material expenses : 15.500 euro/year
PASSIVE INVOICES NUMBER STD COST ENGAGEMENT EFFICIENCY SAVING
Dedicated operator 4 € 50.000,00 80% 50% € 80.000,00
Direct operator 10 € 60.000,00 10% 50% € 30.000,00
Users 50 € 80.000,00 2% 50% € 40.000,00
TOTAL € 150.000,00
Engagement : time dedicated to the activity
Efficiency : saving obtainable
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Direct costs per document
DEDICATED OPERATORS ACTIVE INVOICE CORRECT PASSIVE INVOICES WRONG PASSIVE INVOICES
Number of documents 80.000 24000 6000
Copy time 10 30 60
Sorting time 20 30 300
Data entry time
Research time 60 300
Storage time 20 60 300
Totale m/d 139 150 200
Costs € 31.566 € 34.091 € 45.455
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Indirect costs for searches
CORRECT PASSIVE WRONG PASSIVE
DIRECT OPERATORS and USERS ACTIVE INVOICES
INVOICES INVOICES
Number of documents 80.000 24.000 6.000
Research average 10.000 24.000 18.000
Research medium time 120 120 240
Storage time 30 30
Totale m/d 42 125 169
Costs € 9.470 € 28.409 € 38.352
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Efficiency verification
ESTIMATE THROUGH ESTIMATE THROUGH THE AVERAGE OF THE TWO
SUMMARY
OBTAINABLE EFFICIENCY TIMES SAVING THE WORK ESTIMATES
Active invoices € 55.000 € 41.035 € 48.018
Passive invoices € 150.000 € 146.307 € 148.153
Material costs € 87.500
TOTAL € 283.671
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Unit costs
AVERAGE COST PER AVERAGE SAVING PER
TOTAL SAVING
DOCUMENT DOCUMENT
Active invoices €2 € 0,8 € 120.000
Passive invoices € 10,5 € 5,5 € 165.000
TOTAL € 285.000
Note: unit costs are sensibly inferior to the costs average reported from market
anaysis indicating costs per invoice betweeen 25 and 50 euro. These include costs
considered indiferent such as contentious, reminders, treasury, bills for collection,
…
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

System costs
Base module : document archiviazione
DESCRIPTION Price list
Licence of use Synergy Server 100 users
Licence of use Synergy Client 20 users
Licence of use Synergy Collaboration 80 users
Licence of use Synergy e‐Invoice 100 users
Consulting, training and production
TOTAL PRICE € 70.000
Maintenace annual fee (repetitive) € 5.600
Hardware costs and internal personnel € 40.000
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

System costs
Advanced module : invoices validation
DESCRIPTION Price list
Licence of use Synergy Server 100 users
Licence of use Synergy Client 20 users
Licence of use Synergy Collaboration 80 users
Licence of use Synergy e‐Invoice 100 users
Licence of use Synergy Vefa 100 users
Licence of use Synergy Emulator 100 users
Consulting, training and production
TOTAL PRICE € 105.000
Maintenace annual fee (repetitive) € 7.200
Hardware costs and internal personnel € 70.000
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

System costs
Complete solution
DESCRIZIONE Listino
Licence of use Synergy Server 100 users
Licence of use Synergy Client 20 users
Licence of use Synergy Collaboration 80 users
Licence of use Synergy e‐Invoice 100 users
Licence of use Synergy Vefa 100 users
Licence of use Synergy Emulator 100 users
Licence of use AipaDocs 100 users
Consulting, training and production
TOTAL PRICE € 128.000
Maintenace annual fee (repetitive) € 9.800
Hardware costs and internal personnel € 80.000
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

ROI
• Considering six months for the project go live date,
you can deduce that the investment is recovered in
the first twelve months of activity
• Although the system inertia and the organizational
rigidity, the investment is remarkable, especially for
growing companies
• Also, take in consideration the quality important
advantages
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Invoices recognition
• A further efficiency is obtainable through the
introduction of an invoice OCR and its archiving in
the document management system
• The module has a global cost of about 50.000 euro
and is able to recognize 50% of the data in normal
and not repetitive documents
• Considering the manual entry cost of a numeric data
the saving is about 0,2€ per invoice with annual
break even at 80.000 invoices/year
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Docflow Synergy
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Synergy principal components
Web document management environment
•
Incoming documents archiving
•
ERP generated document archiving
•
Electronic invoice management
•
Workflow for account payable documents
•
process
Recognizing passive invoices
•
Integration with ERP client (Host, SAP, Oracle
•
Application and others)
Document archiving following european
•
legal/fiscal norms
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Web document management
Global web document
•
management environment
Punctual search of the
•
documents from custom forms
Full‐Text search on the fields
•
and documents content
Views navigation
•
Massive e‐mail/printing
•
More than 250 viewing
•
capabilities from the
integrated viewer.
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Incoming documents archiving
Paper format archiving via
•
scanner (suppliers invoices,
delivery notes, orders, …)
Distributed or centralized
•
acquisition
Different approches of archiving
•
– Early
– Late
– Simoultaneous
Archiving of attachments coming
•
from desktop (mail, folders)
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

ERP generated document archiving
Paper format documents archiving
•
from ERP (customers invoices, order
Spool
confirmations, …) 1
1
Dati Host/ERP
Sistema ERP
The process:
•
DocsCOLD
DocsCOLD
Printing spool capture
–
Extractor
2 Extractor
Document separation 2
– Data
DBMS Repository
3 PDF Converter
PDF format conversion
– 3 PDF Converter
Fincati
Indexing fields taken from the spool
– 5
5
Indexer
4 Indexer
4
Document
Certificato
Archiving
– Server
digitale
Dyanmic overlays association
•
25.000 documents/hour per process
• Documenti
Archiviati
Different spool format supported
•
LineData
–
ASA
–
AFP
–
DJDE/Metacode
–
PDF/Postscript
–
Powerful spool processes designer
•
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Electronic invoice management
In accordance with the European
•
rules for the electronic invoicing
The process:
•
– Invoice spool capture
– PDF format conversion
– Digital signature using trusted
certification authority
– Document management system
XWK9034YYX
archiving 2
– Electronic invoice dispatching using DBM
XWK9034YYX
S
email ERP
ERP
Synergy
Synergy
Advantages
• 1
– Saving on the invoice distribution costs
– Saving on the paper format document
storage costs Intra/Extra/
Inter-net
– Speed up of the active cycle process XWK9034YYX
4
XWK9034YYX
3
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Workflow for AP documents process
Work process modelling, using
•
workflow tools
Web application integrated with
•
data, documents and ERP system
Work load management
•
Accounting processes like:
•
– Invoice verification
– Payment approvals
– Purchase requests
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Passive invoices recognition
No suppliers form traning required
•
Minimum recognition of 70% of the
•
fields equal to 50% of the invoices
The process:
•
– Centralized scanning
– Automatic extraction of the invoices data:
• Header
• Footer
• Items table
• Erp data look up
• Optional data
verification/correction on screen
• Automatic invoice archiving in the
document management system
• Document and profile data
archiving
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Integration with ERP client
Integrated with the main ERP
•
systems
– Oracle application
– Host (based on terminal emulator
client)
– SAP
– Windows client
Functionalities
•
– Simultaneous visualisation of the
document
– Simultaneous archiving of the
document
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Document archiving following norms
According to the Italian DM
•
33/04
The process
•
– Fiscal related documents scan or XWK9034YYX
capture 3
– Digital signature with trusted DBMS
cerificate XWK9034YYX XWK9034YYX
ERP
ERP
Synergy
Synergy
– Document archiving 1
2
– Creation of non rewritable archives 4
(CD, DVD media)
5
– Original documents destruction
XWK9034YYX
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Final considerations
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Considerations
The documents are at the base of the company’s vital processes
The technology offers the possibility to manage the document in
electronic format
The norms give fiscal and legal value to the
electronic document
There is the perspective of building a document
management system that guarantees great
efficiencies and ensures sleep easy before the
increasing fiscal/legal norms
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Thank you
DOCFLOW ITALIA
VINCENZO COCCIOLO
Sales Director
TEL: +39 02 57 50 33 66
www.docflow.com
DocFlow Italia Spa – Centro Direzionale Milanofiori Strada 4 Palazzo Q8 – 20089 Rozzano MI Tel 02 57 50 33 66 Fax 02 57 50 33 69 marketing@docflow.it
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m