The document describes how Elastoffice integrates its document management system with OpenERP's ERP system. A supplier invoice received in Switzerland is scanned into Elastoffice's docMONITOR module. It is then filed and routed through an approval workflow to different users in Romania and Hungary. The approved invoice automatically generates a draft invoice in OpenERP. The invoice is then checked, paid by wire transfer, and the accounting transactions are created in OpenERP to complete the processing. The document argues that focusing on document management provides a more understandable system and implementation that can be used to sell the benefits of ERP integration to partners.

1. A unique approach:
Document as the „Trojan horse” of selling ERP
Invoice processing with Elastoffice’s docMONITOR module
Krisztian Taivainen
Elastoffice AG / Elastoffice Hungary – General Manager

2. Today ERP & DMS
are two different worlds

3. Elastoffice analyzed the ERP world
What are the functions where an ERP is excellent?
In transactions management, where it needs to handle
complex relationships among small data content in high transaction numbers.
What functions are missing from an ERP system?
Handling documents (large binary objects) and version controls of documents
plus supporting complex, sophisticated access rights. A communication that is
archived, visible to management and in itself independent from the
individuals.
Why an ERP does not provide enough control over the enterprise?
ERP normally handles financial consequences but business processes are
mainly handled by DMS. These documents are mostly invisible from ERP,
although they contain critical information.

4. Elastoffice created the smart solution
The native integration of
Elastoffice and OpenERP
solves the problem!
The result is a new:
“All-in-one
Business
Application
Framework”

5. Switzerland – Elastoffice HQ
11:05 - 02 December 2011
A new document (supplier invoice from OpenERP SA) is received by
traditional postal service in D4 Business Center in Luzern, located in
Switzerland, the HQ of Elastoffice AG.
Daniela digitizes the document using the Elastoffice Scan&Go! software.
The digital image of the document is sent to the Inbox of docMONITOR,
using Elastoffice Sign&Send.
SSL

6. Romania – Tirgu Mures
1601 km
13:25 - 02 December 2011
Filing
process
Iren, member of the Elastoffice Filing Team, files the document based on the scanned PDF
image. Enters all meta-data such as category, partner, dates, amount, etc.
The system automatically sets the next responsible person according to the preset
work-flow, who – in this case – is a member of Elastoffice AG Management.

7. Hungary – Budapest
1037 km
22:54 - 14 December 2011
Approves
with a
condition
as comment
Laszlo, a member of Elastoffice AG Management, conditionally accepts the invoice
with the comment: “Please check the agreement before payment”.
With the acceptance a Draft Supplier Invoice in OpenERP is automatically
generated.

8. Romania – Tirgu Mures
1601 km
09:44 - 15 December 2011
Checks invoice,
initiates
wire payment
Attila, a member of Elastoffice Management, receives a notification from the
eoServer. He double-checks the invoice and the current agreement, then initiates
the payment process by wire with a short comment to document the transaction.
Next: Finance and Accounting department gets notified by the eoServer for final
disposition.

9. Hungary – Budapest
1037 km
15:05 - 16 December 2011
Creating the
accounting
transactions
in OpenERP
Krisztian, a member of Elastoffice Finance and Accounting, is notified by the
eoServer. He creates the accounting transactions, handles the bank reconciliation
and archives the document.
Supplier Invoice processing has been completed accurately and on-time.

10. Document as the „Trojan horse” of selling ERP
• By putting documents in focus we can offer a much more
understandable system
• Visible and immediate results at the beginning of the
implementation
• First step implementation is in days
• Sales benefit for partners:
• Elastoffice can support OpenERP Partners directly
• Easy-to-learn methodology
• Can support individual needs

11. Thank you!