Simple integration into existing solutions

In August 2017, the DMS was first introduced in the accounting department and then in order processing. All incoming documents – such as customer orders, delivery slips and invoices from suppliers – are scanned with a multifunctional device, indexed with Intelligent Indexing and stored in a central document pool. Today, all of the company's important contracts are also available there to authorized users. DocuWare is seamlessly integrated with their ERP system, SAP Business One, and into the company's own accounting solution. All outgoing documents, such as order confirmations, delivery slips or invoices to customers as well as orders from suppliers, are automatically stored in DocuWare – simply via the print function.

The fast and uncomplicated filing of documents relieves administrative staff. For example, as soon as a customer order is archived in the central document pool, it automatically appears in the task list of the employee responsible. The employee then creates the order confirmation in SAP and checks whether it has been archived by entering the order number in DocuWare. This completes the workflow. Another workflow, for example, ensures that orders for consumables are processed quickly. In addition, simple workflows optimize other daily processes – for example, writing an order confirmation.

Smooth cooperation

Workflows are also used to quickly determine whether an order has already been entered and in which process step a customer's order is currently. No more orders are lost, every order is processed and a confirmation is quickly sent to the customer. In addition, the quick and easy access to all related order documents is a huge advantage of the solution. When customers reorder supplier parts at short notice, all the necessary information is now immediately available on the screen with just a few mouse clicks – from the order and confirmation to the production placement with material lists. The time-consuming search in order folders and across various desks is no longer necessary. When processing new orders, employees can quickly access old documents belonging to products with similar tasks and use them as an immediate source of information.