Tame the Paper Monster: Trends and Value in Document Management Optimization
Tame the Paper Monster: Trends and Value in Document Management Optimization
Typically automating back-office business processes that have traditionally been paper-based for digital capture in your ERP system rely on two options:
- Acquire a separate point solution for each business process and hope they all work nicely together.
- Hire a 3rd party consultant to write a custom application that integrates with the ERP using scripting or web services.
Both options are not optimal as you end up with islands of highly specialized, incompatible solutions, each with their own upgrade schedules and maintenance requirements. However, what if there was a better way? There is a better way. The answer is to have a platform where all these additional applications can be delivered and integrated through a certified solution with native integration.
The solution is called DocuPeak, an ERP augmentation platform for enterprise content management. DocuPeak is a cloud-based enterprise-class document management system and accounts payable automation solution, bringing OCR/content extraction, metadata linking, and volume document processing to NetSuite.
Capture Workflow
With DocuPeak, you can capture content from scanning, e-mail, file drops and more in addition to automate imports and processing into the NetSuite application.
Content Extraction
The content extraction process uses two methods:
- OCR (Optical Character Recognition) technology to reduce data entry, saving valuable time and money.
- SDR (Smart Document Recognition) to read all text on invoices and eliminate need for templates which provides more accurate and efficient information gathering.
Purchase Orders
DocuPeak has real time purchase order integration with NetSuite. Line item and totals are returned directly from NetSuite to duplicate data entry and easy editing. DocuPeak also supports full and partial purchase receipt workflow. There are several different variations of the software that can be configured to perform the PO match to NetSuite due to having access to all real-time data in NetSuite.
Approval Workflow
DocuPeak supports complex approval workflows regarding purchase order and even non-purchase orders such as expense-based invoices. Customers often request a final approval before the record is inserted into NetSuite which is also supported by DocuPeak. Approval paths can be configured as automated or ad hoc as necessary according to user, limit level or combination of both.
Approval Exceptions
In addition to user and limit-based approval, multi-layer exception processing can be built into DocuPeak’s workflows. Exceptions can be configured for specific GL codes, departments and more to bypass or complement existing approval paths. The levels of approvers and roles that can be is added limitless. DocuPeak provides comprehensive training so you and the customer can update and manage the tables in addition to managing the users, roles and workflow.
Transaction Integration
After bringing content in and sending it through the approved workflow for processing and approval, it is matched it and inserted in real-time. DocuPeak INSERTs and UPDATEs NetSuite transactions and entities in real-time to eliminate manual data entry as well as linking the document for viewing. Documents are immediately available with the transaction or entity in NetSuite via subtabs with SSO and does not require separate links or logins. DocuPeak does not store any information in NetSuite but is displayed on our portal via our web services integration in real-time. NetSuite users have access to our portal determined by roles and role groups.
Contract Management
DocuPeak stores, imports and automates any type of content or document. From the creation management process to the signature workflow, DocuPeak can be used for the simple importing of documents for viewing and providing an enterprise repository, or it can be used for a complex workflow such as a vendor billing. No matter how you utilize DocuPeak, all enterprise search tools can be accessed giving you the best of both worlds.
Meridian can help you evaluate DocuPeak’s Enterprise Content Management platform to automate document processing in AP, AR, and fulfillment thus reducing data entry time and expenses by 30% or more. For more information, contact Meridian Business Services today at sales@meridianbusiness.com. www.meridianbusiness.com
