DOCFLOW SYNERGY
                                                                      DOCUMENT MANAGEMENT FOR
            ...
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 
             •
                       ...
Costs saving


       • Cut  of  the  operators  work  time 
         dedicated  to  the  processes 
         management
 ...
Quality improvement

               Besides the costs reduction, the
               adoption of paperless processes
      ...
Invoice management
                                                                                                       ...
Process users


                                                                                   5%                     ...
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 ...
Analysis model


       • It  is  a  model  based  on  a  manufacture  medium  size  company 
         dealing with low co...
Analysis model

           Let suppose a situation with the following
           parameters:
              – 20 account de...
Operators

               Dedicated operator : he mainly performs an activity
               related to the process execut...
Active invoices and print‐outs


                          Material expenses faced in the active cycle are limited. In
   ...
Passive invoices



                            The material expenses imply the following annual costs
                   ...
Direct costs per document




                               DEDICATED OPERATORS                    ACTIVE INVOICE    CORR...
Indirect costs for searches




                                                                                        CO...
Efficiency verification




                                                                       ESTIMATE THROUGH       ...
Unit costs




                                                                      AVERAGE COST PER    AVERAGE SAVING PE...
System costs


                                   Base module : document archiviazione
                                   ...
System costs



                                   Advanced module : invoices validation
                                 ...
System costs


                                                                      Complete solution
                   ...
ROI
   • Considering six months for the project go live date, 
     you can deduce that the investment is recovered in 
  ...
Invoices recognition

 • A  further efficiency is obtainable through the 
   introduction of an invoice OCR  and  its arch...
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 manag...
Web document management
             Global web document
   •
             management environment

             Punctual s...
Incoming documents archiving

             Paper format archiving via 
   •
             scanner (suppliers invoices, 
   ...
ERP generated document archiving
             Paper format documents archiving
   •
             from ERP (customers invoi...
Electronic invoice management
             In accordance with the European
   •
             rules for the electronic invo...
Workflow for AP documents process

             Work process modelling, using
   •
             workflow tools
           ...
Passive invoices recognition

             No suppliers form traning required
   •
             Minimum recognition of 70%...
Integration with ERP client

             Integrated with the main ERP 
   •
             systems
                – Oracle...
Document archiving following norms




             According to the Italian DM 
   •
             33/04
             The ...
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...
Considerations

                    The documents are at the base of the company’s vital processes

                    Th...
Thank you




                                                                      DOCFLOW ITALIA
                       ...
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DOCFLOW SYNERGY: AFC Document Management

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From the order to the debt collections, the documents lead and activate innumerable Business Processes vital for the company, processes that an ERP can manage only in part. For example, think about the vendors invoice process registration and about the innumerable interactions between the paper archive and the terminal. It is not only a question of efficiency but also of the Quality and Competitiveness recovery that the company obtains by implementing paperless processes. Synergy can directly integrate with the ERP system user interface, being it a terminal emulator, or other; therefore, Docflow Synergy offers the user the possibility to recalling documents directly from his applications without changing operational modality.

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DOCFLOW SYNERGY: AFC Document Management

  1. 1. 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
  2. 2. 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
  3. 3. 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
  4. 4. 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
  5. 5. 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
  6. 6. 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
  7. 7. 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
  8. 8. 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
  9. 9. 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
  10. 10. 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
  11. 11. 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
  12. 12. 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
  13. 13. 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
  14. 14. 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
  15. 15. 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
  16. 16. 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
  17. 17. 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
  18. 18. 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
  19. 19. 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
  20. 20. 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
  21. 21. 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
  22. 22. 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
  23. 23. 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
  24. 24. 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
  25. 25. 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
  26. 26. 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
  27. 27. 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
  28. 28. 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
  29. 29. 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
  30. 30. 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
  31. 31. 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
  32. 32. 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
  33. 33. 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
  34. 34. 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
  35. 35. 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

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