Wednesday, 23 March 2016

Getting overwhelmed by paper! What are the industry best practices?

Enterprises are often more conscious of having an efficient document management system for their complete workflow process. They receive a tremendous amount of papers at receptionist or by emails on a daily basis. Many clerks and administrators are hired only to do the manual data entry work. Outsourcing such work sometimes can get out of control and causes more money than expected. Therefore, many are looking for an efficient enterprise document management system that can handle all their paperwork from scanning and adding electronic documents to processing them in their accounting applications. 
PaperLess has earned a reputation as an industry leader in developing efficient and flexible enterprise document management system for Sage, Mamut One, Microsoft Dynamics NAV, UNIT4 Multivers, together with other domestic applications like DI in Norway and SoftOne in Sweden.

The core concept about PaperLess is to capture all the important data from your paper documents by digitising them as early as possible in the workflow process. In the capture stage, you can flexibly add documents from your emails or scan papers into the PaperLess workspace. For electronic documents, all you need to do is to drag and drop documents attached in your emails or from any file location in your computer into PaperLess. Then you can run automatic invoice recognition to extract necessary data from your invoices into PaperLess workspace. The benefits of doing so is that you will be able to edit all the accounting information without leaving accounting lines and also create customised template for particular suppliers whom you receive many invoices from on a regular basis so next time you run the invoice recognition for this supplier PaperLess will remember it. There is no need to create new template each time.
After the capture stage, you can then process both accounting and non-accounting documents by using document approval function. This is a very useful piece of functionality for an enterprise document management system. PaperLess provides you with a secure way to ensure that your document approval process can be structured to the way your enterprise works. This means that any colleagues who are involved in the approval process have no requirement to have access to irrelevant areas in the PaperLess workspace or your accounting application. The last step of processing your accounting documents is to post them directly to your accounting applications such as Sage. PaperLess offers fast integration with Sage 50 and Sage 200 as synchronisation happens in the background instantly.
With PaperLess you can prepare accounting documents such as transactions attached with documents in the Accounting Archive, and all non-accounting documents such as expenses, holiday forms, agreements, in Other Documents Archive.
Finding all the electronic documents has never been so easy with PaperLess thanks to its powerful search functions. PaperLess has built in multiple search filters which means you can quickly find any document in the PaperLess archives using one or more pieces of data that has been captured with the electronic document. Multiple search fields make it very easy to locate the transaction or document you need with the least amount of information required. When you narrow down search criteria it makes the search quicker so documents are located in seconds.

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