Altec Document Management for Sage
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Altec is the leader in mid-market enterprise document management solutions. It's accounting centric products include Integrated Document Management (IDM) software, check disbursement software and customizable paper documents. Altec enables organizations to unleash the power of their financial software by enhancing productivity and communication among its customers, employees and suppliers.
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Altec Document Management for Sage
- 1. Document Management Webcast - Altec To Join the Audio: 1-650-479-3207 Access Code: 662 673 319 Walt Goodfield September 16th 2015 Focused. On you.
- 3. Altec Background • Serve more than 2,800 firms in the Americas, EMEA, & Asia-Pacific • 30+ years & based in Laguna Hills, CA with Development & Support Teams in Tacoma, WA • Leading provider of integrated document management & workflow solutions • Strong, collaborative partnerships with Microsoft Dynamics, Epicor, Sage, & SAP B1
- 4. File Cabinet Network File Share Software How do you store your documents today?
- 5. ERM scan barcode import OCR email & fax capture search & retrieve mobilestore web access integrationworkflow smart form toolkit data manager process output supplemental docs send
- 6. Document Management Through the Eyes of Your Team
- 7. • Self-service document access • Timely approvals • Eliminating paper filing • Minimizing data entry AP Clerk – Key Concerns
- 8. “How can you help me… Give everyone access to the documents they need?” Instead of walking to a file cabinet or calling the AP Clerk… Employees can search for documents from their desktops.
- 11. “How can you help me… Get approvals faster?”
- 12. “How can you help me… minimize data entry?”
- 14. • Getting invoices out quickly & easily • Accessing backup documentation • Improved customer service Accounts Receivable – Key Concerns
- 15. “How can you help me… Automate invoice delivery?” AR Automation • Automatically send documents with backup • Automatically bring documents together and send to printer, customer or vendor
- 17. • Visibility • Managing to the exception • Making better use of staff’s time • Improved accuracy Accounting Manager – Key Concerns
- 18. “How can you help me… Gain better visibility?”
- 20. Copy Route Manually File Search for Paper Print Paper Process “How can you help me… Make better use of my staff’s time?”
- 21. Route Automatically Search from Desktop Electronically Capture Paperless Process “How can you help me… Make better use of my staff’s time?”
- 22. • Decreasing costs • Productivity gains • Lower DSO (Days Sales Outstanding) • Simplified auditing CFO/Controller – Key Concerns
- 23. Cut paper, copying & filing costs Eliminate off-site storage and retrieval fees Grow without adding headcount Reallocate time for strategic initiatives “How can you help me… Cut costs? Improve productivity?”
- 24. Give auditors access from a desktop to: • Documents for review • Sophisticated activity reports No more hunting down documents. “How can you help me… Simplify audits?”
- 27. • Easier expense report submission All Emloyees – Key Concerns
- 28. Capture Costs onto Your Mobile Device
- 30. • Built on up-to-date standards • Disaster recovery • Workflow delegation • Minimal support required • Strong security Director of IT – Key Concerns
- 31. “How can you help me… with workflow delegation?”
- 33. User-based Security Filters by • Company • Document Type • Property Values “How can you help me… improve document security?”
- 34. • Expediting sales process • Management of contractual agreements Director of Sales – Key Concerns
- 35. “How can you help me… expedite the sales process?” Automatic Email Import Using Import Manager
- 36. doc-link
- 37. doc-link
- 38. doc-link
- 39. Import Email Attachments from Your Mobile Device
- 40. Store contracts and SOWs that are searchable and accessible across departments. Assign to approval workflows. “How can you help me… Manage contractual agreements?”
- 41. Document Management For Your Industry
- 42. Manufacturing Finished ProductElectronic Review, Approval, Tracking & Delivery Version Control
- 43. Version Control
- 44. Customer Example: Version Control • Contracts passed between facilities and vendors as Word documents are modified along the way. • Version control tracks all versions and editors.
- 45. Distribution
- 47. Field Services
- 48. Document Access from Your Mobile Device
- 49. Pre-populated lists Required fields Auto calculations Electronic Forms From the Field
- 50. ERM scan barcode import OCR email & fax capture search & retrieve mobilestore web access integrationworkflow smart form toolkit data manager process output supplemental docs send
- 51. Will You Take the Initiative? Reach out to Altec to Go Paperless
- 52. Don’t forget to connect with Altec socially: • Follow us on Twitter: @doclinkbyaltec • Use #GoPaperless in your Tweets • Linkedin.com/company/altec_553190 • Youtube.com/doclinkbyaltec • http://blog.altec-inc.com
- 53. For more information, please contact: Phone: 800.997.9921 x1462 Email: TiffanyCampbell@altec-inc.com Or your RKL representative! Thank You!
- 54. Contact RKL eSolutions for pricing, compatibility and consulting review for your assets and depreciation needs. East Coast West Coast GLane@rklesolutions.com RRoselli@rklesolutions.com 717.735.1492 717.735.9131
Editor's Notes
- Finding documents within our companies can get complicated… How many still have file cabinets? File cabinets represent two values. Each cabinet or drawer probably tells you something about the contents. And within that cabinet there are folders. And typically that’s the two-dimensional kind of searching that is available with a physical file cabinet. The next step might be digitizing some or all of those documents and storing them in a file share. Using a folder structure requires either a search engine or a very good understanding – across all users – of the folder structure itself. With software – like doc-link – you have greater control and visibility (two very disparate ends of the spectrum). And it gets you greater efficiency. Document management can mean different things to different people. But we think of it like this: You need to have a place to store all of your documents – and it needs to be secure. You need to be able to move those documents through a process – and you need to be able to monitor the progress. Some documents need to be distributed outside your four walls. And wouldn’t it be helpful if it could also help you create documents, pull in documents, and actually help you share data across disparate business systems?
- This slide graphically represents most of the doc-link functionality. Let’s start with capture – getting documents into the secured repository. First and foremost, any document generated by your Sage product should be captured automatically. With ERM, you print it and it gets indexed and stored. Now you can find it whenever you need it. (move through the other tiles) Now that you’ve got everything captured -- you want to be able access and use those documents. doc-link gives you the ability to grant secure access at a very granular level for both internal and external users. You also get to limit what users can do with the document – as well as full audit capabilities so you know if someone printed a document (for example) and what printer the used. All user actions are auditable. Users can search for documents via the Smart Client but we also have mobile apps and a web client. Once the documents are in the system, some may need to be reviewed and/or approved. Workflow is a great tool for automating and controlling that process. We’re also integrated with the Sage product line for great automation of AP and other processes. And the Smart Form Toolkit… And there are also documents that need to be sent to recipients outside your organization. You can set up routing rules to define how and when the documents are sent. And you also have the option to define rules for locating related documents that should travel with the master.
- Let’s dive into document management through the eyes of your team. Let’s do a quick on-the-fly poll. I think there are about [#] of you out there in the audience. I would love to know what your role is in the company. Normally, what I get back is that either we have folks from the AP side, we have part of the executive management team, or we have people in operations. Also, this will help me draw some additional parallels. Let’s see, we’ve got a lot of AP, we have a software consultant out there, Accounting Manager, some customer service, and operations. For those folks who are on the operations side, I’m going to try and also bring the relevancy out to you as well. At any point in the presentation, I welcome any sort of question. Again, my goal is to make sure that you’ve got all that you can ingest to see if document management is meaningful.
- What are the concerns of an AP clerk? We’re going to look at those first and then we’ll see how document management addresses them. The funny thing here is that you can think, “Well gosh, do I have to be worried about self service document access?” Normally the answer is going to be a big, resounding yes. With timely approvals, we’re talking about AP invoices. Here again we want you to think about other kinds of documents as well. Eliminating paper filing and minimizing data entry . . . From a strategic standpoint, what we are really driving towards here is to be able to minimize time spent in order to be able to drive productivity, leading up to the strategic initiative of growing without adding headcount.
- Here we start really diving into what can potentially come out to be a return on investment calculation. You could think to yourselves, “As a company, how much time are we really spending right now filing documents, refiling documents, doing search flurries when someone calls up and says, ‘Hey, why did you short pay this invoice?’” That time can be saved, and that will also help you. So the nice benefit here is that you give all your employees access based on security so they only have access to the documents you’ve given them access to, and they can look for documents right from their desktops.
- Here’s a sample of what that can look like. What you see here is the doc-link Smart Client—this is the user interface—and right now we are looking at the library. The library is basically the Advanced Inquiry tab. This is where a user would come to search for documents. The user interface is super simple. Down here in Document Type, you can decide to pick what document or documents you’d like to select. In this case, I’m saying, “Hey, I want to look at an invoice.” Over on the right, in Properties, you can actually input, “Well I want to see the invoice, but I don’t want to see every single invoice. I only want to see the invoice with that particular document number.” (click) And then once you click Search, it’s going to give you that return send. But it’s even better because there is drill down functionality. If you highlight one of these document properties that you see in that grid, (click) you can even drill down further, and see even more documents that relate.
- So that’s one way of looking at it. Now, I could have at the beginning just said, “Hey, I want to see invoice, purchase order, packing slip and picked from that screen as well.” The whole thing here is really about flexibility, giving you many different ways to search for documents, to provide everyone in the organization a very streamlined way of being self-sufficient.
- How can you actually help drive faster approvals? That’s the question. I would suggest that we can do that because you can actually send out invoices or documents, let’s think about anything outside an invoice. You can send to a handheld device and have the approver approve through a phone. You can have the approver get an email. If I’m in AP, and I send off a document to my manager or to one of the approving managers, they’d get an email. They can either access it from within the client; they can access it from their smart phone; and the email would have an attachment plus “Approve” or “Deny” buttons so they can approve right there from the email. This really just gives them a lot of flexibility in keeping up with their obligations to respond.
- Here, the concept is that normally when an invoice comes in, many companies are using a rubber stamp and allowing either AP to code in handwriting on the face of the document, or that document may go over to an approving manager, and the approving manager is writing on it. Here, within the actual document management system, you can view the document—that’s on the left-hand side. And over here, this is what we call the GL distribution stamp. You can do some templates, which are going to help automatically do some indexing. You can also leverage the data that already exists in [ERP software]. For instance, if I put in the vendor code, the vendor name would pop up. The reverse is true as well. It would also give me the default account code if you have the account code set up. This particular piece of functionality can be just huge in terms of providing productivity because you could have AP does it. Maybe AP fills it out in a portion of the way. Maybe you can also split the function between AP and the approving manager. So, a lot of different things can actually go into play here. Ultimately, there is a little Import button. What typically will happen is that once you’ve done that split entry kind of function, once the invoice has gone through the approval cycle and it’s ready to be vouchered, all the employee is going to have to do is push that Import button, and the invoice is going to be pushed forward. That can really help with minimizing the data entry; you can split it across multiple account codes; you’ll get a lot of agility in terms of doing the input.
- The traditional business process is that I print my invoices, I may need to collate them with some other kind of document—maybe it’s a signed delivery receipt, maybe it’s an example of the contact, maybe it’s a customer PO—and then I put that together in an envelope and mail it out. Very time consuming, plus there is embedded additional cost based on the paper usage and stamps. A big problem in being efficient on the AR s side, also impacting time to pay. What needs to be sent out with that document? And really just improving customer service because it’s about driving an earlier pay from the customer because you can more agilely get the customer invoice out.
- So how do we help you? With AR automation, you get the ability to automatically send out documents with the backup. I’ll show you a screenshot in a moment. This is really important. If you are in distribution or manufacturing, whereby you need to send documents to a particular printer in order to be able to collate those in a meaningful way and send them out with a product, or send them out to a customer, that’s another feature of this kind of AR automation side of things.
- Any document that comes from [ERP], can be stored in the system. So you’ve got one document. Then other supporting documents can be scanned in, brought in from email, etc. And they’re all related to document properties. Sometimes that’s going to be AR invoice number; sometimes that’s going to be order number. Based on those document properties that we talked about a little while ago, we’re going to be able to join documents together and send them out together. In this particular instance it’s going to an email, (click) and in this particular case is an AR invoice, (click) but we can also send it out with the delivery ticket as well as evidence. (click) And the purchase order is here. Really, anything is possible. You get to tell us what documents need to be sent out.
- From a management perspective, we’re talking about visibility of that transaction, visibility in order to manage that transaction and hence your outstanding liabilities. Managing to the exception is more about driving productivity. Obviously, making better use of the staff’s time. If you can streamline the process and have your folks more akin to going after early pay discounts, that’d be much more compelling than touching paper. Improved accuracy again drives back to streamlining processes. The more accurate you can be the first time out of the gate, the less time is spent on corrective entries.
- Let’s also talk about what else you can do within the system. Part of it is that you’ll have this nice audit trail. You’ll have visibility of the whole cradle-to-grave life cycle of what’s gone on with this particular invoice. We get a ton of great feedback, especially from auditors, on this feature. And this here is showing that you can actually configure what is going to be captured in that audit trail.
- So how can we help you with the visibility? It’s really about giving you access to know where any invoice is during that whole approval process. In this case, it looks like I have mostly a screenshot of an AP focus. Right here (workflow) I have everything in AP. And right next to that, it says Status. We have some that are unprocessed and some that are entered. This is only looking at AP. We could also look at all workflows. We could see what’s with the IT Manager, what’s out for approval at the normal approving manager level. It gives you great visibility in where the invoices are, what the potential due dates are, and then it also gives you the ability to move documents to the next workflow as well. You’ve got that ultimate control over the invoice and hence the transaction.
- Streamline the process to better manage the staff’s time. With paper processes, there’s a lot of touching.
- On the paperless side, we want to touch it once; we want to enter data once and repurpose. That’s what this is all about. No more touching of the physical paper. And it leverages workflow but you still maintain visibility and control because you know where it is. Very compelling in terms of driving productivity.
- From the CFO/Controller’s perspective we’re looking at these primary areas for traditional concerns.
- Cutting costs and improving productivity is really about looking at the whole picture and providing efficiencies, whether it’s through cutting paper and filing costs or not having to invest in off-site storage or a growing headcount. What’s really important, down here, is reallocating time for more strategic initiatives. If we look at all of the processes that are beneath that, we’ll see how that comes to be.
- Here is a view of our Smart Client where you’d typically go to search for documents. In this case, we want a specific set of documents for a specified date range. First we’ll select all the companies we want to view documents from, then all the types of documents we need. The properties you see here are the ones that all of these documents have in common. So we’ll search by Check Date and find everything dated January first 2013 and after.
- From our results screen here, we’ll decide what we want to do with those documents. In this case we’ll mark them for download. *CLICK* From the download options *CLICK* we can decide how we want to present these documents to the auditor. We can choose to just download the images to be saved on a flashdrive or CD. Or we can choose to save the images, data and search engine software.
- Most companies seem to buy with a perception of ROI, based on a specific calculation. But we also have tools that we can help you with in calculating the ROI. The best thing to do is have clarity on what you’re doing today in that particular area and the bottlenecks that you’re experiencing. Then, we can look at the time elements and the financial implications. We want something that is built on Microsoft Standards. Our application is residing on a SQL server stack. We want to be able to have a disaster recovery plan. For those in regions of the country that are more likely to have natural disasters, this is important. (Talk about customer Aspen Square Management and the decimating Category-3 tornado: AP already had doc-link; Legal did not.) Workflow delegation is all about going on vacation or working on a special project and needing your workflow allocated to a different staff member. We don’t want you to spend all your time managing the application; we want to make sure it’s very easy.
- We want to keep you thinking about documents that may be specific to your organization.
- PO - Delivery receipt w/certs and heat numbers– Traveler – Lot tracking – QA – Finished product I’m going to go through these slides really quick. I want this to be seen as more of a catalyst. These are the kinds of documents that you can store in the system.
- I have to prove I delivered that to get paid Visibility to when I invoice the customer that I can prove it was delivered Delivered items on what days - with paperwork associated with like , gas, toll roads, etc as supporting documents Customer paperwork to track Show me a delivery receipt Questions to ask audience: How many people are in distribution and spend time collating documents to create invoice packets?
- This is really important when you’re trying to communicate with dispersed teams, keep up with the billing process, remain compliant, etc.
- You have the ability to access documents via your mobile phone. (click) Here’s an idea of how it looks . . . You can look at documents right on your device.
- Recap