IntelliChief.com

Automating Your Order-to-Cash Process

Sales is the main engine of the corporation. It is like the company’s lifeblood, and that is why ensuring that orders get processed fast and accurately is one of your primary goals. IntelliChief helps you improve your order processing and reduce the order-to-cash cycle by eliminating paper bottlenecks throughout your organization.

 

With IntelliChief you can process more customer orders without adding personnel. Send Order Acknowledgements via fax or email without user intervention. Fulfill orders faster, and collect in a timely fashion.

 

Paperless Sales Order Processing
Customer Orders sent via fax, email, or mailed in can all be captured by IntelliChief, eliminating the need for manual sorting and distributing.

Here is how it works:

1. Capturing Incoming Orders
   When Orders are received via fax, IntelliChief uses FastFax (Quadrant Software’s award winning enterprise fax server) to capture them and place them in an electronic workflow queue. The distribution of this now electronic order can be automated so minimal user intervention is required. Whether you have sales reps organized by territories or product lines, IntelliChief will use your business rules to electronically forward the orders to the appropriate person or group.
   
   For Orders arriving via email, users can simply capture the attached order by “printing to IntelliChief”, which simply means they will
   send the email attachment to IntelliChief’s electronic image archive using IntelliChief’s Print Capture Driver.
   
   Backup documentation (quotes, change orders, designs and diagrams) that usually accompany an order can also be captured in IntelliChief with the Print Capture Driver allowing you to keep all relevant documentation easily accessible.
   
   Orders that arrive via mail, are scanned into IntelliChief so that electronic workflow can do the task of routing them to the appropriate person, eliminating manual handling of paper orders.
2. Distributing Orders
   Should this order go to Bob? Who handles the West Coast territory? These and other questions are what constitute your business rules. Depending on your processes and policies, sales orders need to follow a certain flow. That’s where IntelliChief’s Workflow Engine  will kick in and automate the work of distributing Orders to the appropriate person or group.
3. Order Entry
   As Orders are keyed into your ERP system, IntelliChief re-indexes the imaged sales order thus ensuring it can be easily retrieved at any time, both from IntelliChief’s search screen  and your ERP’s Order Inquiry screen.
4. Order Acknowledgements and Shipment
   If your company sends out Order Acknowledgements to your customers, IntelliChief can automate the task of faxing or emailing them. When orders are entered into your ERP and acknowledgements are generated, the spool file can be captured and formatted into a professionally-looking form  that is automatically faxed or emailed depending on the customer’s preference. That same Acknowledgement is stored in IntelliChief as an image so it can be retrieved and re-faxed or emailed if needed.
   
   When your Shipping Department prepared the shipment by printing out Pick Lists, Delivery Tickets, Bills of Lading, and other necessary shipping documents, IntelliChief can help by capturing those documents into the electronic image archive, thus guaranteeing easy access to shipping documents  at any point in time. These electronic documents can then be routed via IntelliChief’s Workflow Engine directly to the Billing department which will then invoice the customer. No need to manually collect and send shipping documents across the company, saving you precious time to focus on your job.
5. Billing and Accounts Receivable
   Now that the sales order, the shipping documents and even the proof of delivery are electronic, your Billing Department doesn’t need to wait for all the paperwork to arrive before it invoices the customer. The process is streamlined by having these required documents in electronic format. When the invoice is created, IntelliChief helps by automatically faxing or emailing the invoice to the customer while at the same time storing the invoice image into the archive.
   
   When checks arrive, they are scanned and indexed to match the invoice they are paying. If one check pays more than one invoice, IntelliChief electronically links the check with each invoice. Now that the documents are in electronic format there is no need to make copies and file them manually in filing cabinets.
   
   IntelliChief also helps when you need to retrieve the check or the invoice from the electronic archive. Directly from your ERP’s Payment Inquiry or Invoice Inquiry screen you can pull up the check or invoice image to your computer monitor and verify the information. If you need to see related documents such as the sales order, the bill of lading, the proof of delivery, IntelliChief will display those documents  on your screen with the click of the mouse.
   

Next Step: Learn all about automating the Sales Order Process by watching the IntelliChief webinar “Order Processing at the Speed of Light”