Comparison: Manual and Automated Sales Order Processing

Tim Nissen | Comparison: Manual and Automated Sales Order Processing.

The bottom line gives it away – the average cost to process a sales order manually is $50.70. Add automation, and it drops to $1.26.

The comparison of manual and automated sales order processing is stark. It’s also much deeper than cost alone.

The most cumbersome aspects of order processing revolve around verifying and validating data, and with securing necessary approvals. Involving multiple systems and staff to accomplish, lack of visibility is the problem’s root – the time taken for order information’s dissemination to everyone involved to act upon, timely, compounds DSO’s. The resulting reverberations stress an entire organization.

Factoring invoicing errors, disputes and efforts to collect missing documentation, it’s noticeable that manual processing’s lack of order data visibility further encumbers fulfillment and reduces profitability.

Automating sales order processing is accomplished by adding an enterprise content management system (ECM) integrated with a company’s ERP and business systems involved in fulfillment. This creates the ability to capture order documentation in all formats received and created, from receipt to shipping. Pertinent information contained within is extracted to fill order fields in the ERP, then verified and validated against each customer’s contractual data, fostering accuracy.

Automated workflow routs each order to those involved in fulfillment for approvals to clear exceptions, and to add beneficial comments and garner approvals. All workflow data is also captured for archival, providing sales and customer service teams visible access to fulfillment status throughout, while chronicling details and updating customer records, bolstering sales management and forecasting. Ultimately, streamlining throughput and saving money while improving service.

Analytics-driven reporting is a necessary additional automation benefit, providing visibility of aspects at every stage of order processing.

These are functional essentials to automate, optimizing inbound sales order processing:

– Inbound document capture, eliminating handling of paper, utilizing optical character recognition (OCR), removing manual data entry by enabling hands-free straight through processing.

– Workflow for supporting documentation access, and to coordinate all processes that occur throughout fulfillment

– Visible access to information about each order’s processing via analytics and reporting.

The results of manual and automated sales order processing comparison utilizing ECM:

– Reducing order-to-cash processing costs by 70%

– Significantly increasing the percentage of order line items captured electronically; increasing data entry accuracy by up to 99%

– Preventing lost or misplaced orders and associated supporting documentation

– Reducing customer service staff time required by an average of 65%

– Lowering stored data costs with digital archival

– Reducing product returns, increasing customer loyalty.

Combining ECM with a company’s ERP compounds benefits by facilitating:

– Quick order processing and efficient delivery scheduling

– Comprehensive customer order tracking and prioritization

– Structured data for customer profitability analysis

– Rapid dispute resolution

– Fewer duplicate orders processed.

 

Related Automated Sales Order Processing Software – The First Step in a Faster Order Fulfillment Process

Case Study: SAP User Benefits from IntelliChief ECM AP Automation

Tim Nissen | Case Study: SAP User Benefits from IntelliChief ECM AP Automation.

This is a US-headquartered entity of a leading global supplier of integrated wear products and services for mining, construction and industry, with a 100-year history. They also have history with a frustrating manual Accounts Payable environment worldwide.

Growing Pains, Fiscal Gains

A simultaneous combination of domestic and global expansion put a strain on the company’s Accounts Payable operations. Largely an effort of manual, people-powered processes proceeding across their international network of office and factory locations, ultimately consolidating in their US HQ, AP processing had become cumbersome and costly.

Automating these processes was the advantageous direction the company decided to pursue. The company’s Vice President of Finance led the discovery of enterprise content management (ECM) systems, evaluating all the best the marketplace had to offer, and relayed “It was extensive, though well worth the effort.” Ultimately, they chose IntelliChief ECM. “IntelliChief’s proven to be the gold standard, simplifying our AP life,” they commented. “The cost savings are significant and ongoing.”

Aspects of their decision encompassed:

  • Ease of ERP integration – a must
  • AP their way – allowing the company to maintain their time-tested processes successful in their unique environment, and
  • Company-wide enterprise ECM system expansion, allowing additional departments to add automation to their project and transaction document management capture, workflow, archival and analysis.

SAP User Benefits from IntelliChief ECM AP Automation

IntelliChief proved strong for both IT and internal business interests. “Our IT and AP staff like the interaction ability of SAP and IntelliChief,” commented the company’s SAP System Director.

Under the hood, the system’s integration manifests abilities to recognize numerous transaction document types, and fill multiple index fields within SAP, allowing for higher level of accuracy over manual information keying. Additionally, the usage of IntelliChief’s Email Capture automates input of transaction-oriented email – both body contents and attached documents – into the SAP-IntelliChief system, further eliminating costly manual steps to secure and add this information to each transaction’s document collection for archive and review/approval workflow. Once entered, this information is validated with corresponding vendor records stored in SAP, assuring accuracy of each purchase.

“IntelliChief helped especially with non-PO capture, indexing and validation processing, cleaning-up order accuracy prior to entry into SAP,” emphasized their SAP System Director.

From the workflow vantage, their Finance VP noted “having all documents related to each transaction thumbnail-visible in each document’s full-view screen makes it simple to see the entire purchase picture. Our staff appreciates this functional ease.”

From Accounting to Real Estate

An unexpected side benefit to AP automation was increase in usable people space at the company’s headquarters location. AP’s on-site retention area was transformed into five much-needed additional offices, eliminated the need to build or lease high-cost square footage to satisfy this need generated by the company’s growth.

What’s Next

IntelliChief Analytics is of interest to us; for real-time cash flow views and reporting capabilities,” commented the Finance VP. Other departmental expansion interest for the company is with Sales and Marketing. “Each of these groups generate a boatload of quality work product, all of it in need of digital capture, organization and archival, with active workflow capability,” they noted.

 

Related SAP Content Management – Comprehensive Document Storage & Retrieval Solutions

 

IntelliChief ECM Mobile Work Flow on the Go Named KMWorld Trendsetting Product

IntelliChief’s mobile content management software has been named KMWorld’s Trendsetting Product of 2018.

The software, which is a natural extension of the company’s automated document management & workflow solutions, allows companies to process digital documents on the go.

Users have the ability to view and approve or reject invoices, purchase orders and other transactional documents from their mobile devices. Users can add digital notes before and during their workflows, and route documetns to their co-workers according to their company’s specific processes.

KMWorld’s designation reflects IntelliChief’s ongoing commitment to progressive software development and agile mobile applications.

“In designating products to KMWorld’s 2018 list of Trend-Setting Products, we looked for solutions that are inventive as well as utilitarian, that break new ground, and that help organizations achieve their knowledge management goals and the digital transformation they need to thrive,” said Tom Hogan, group publisher of KMWorld. “The offerings on our list result from innovation, imagination, and evolution. They reflect the ingenuity of the developers and the diversity of invention.”

No VPN is needed to access IntelliChief ECM’s documentation repository and workflow features. Sensitive data remains secure – IntelliChief’s industry-leading mobile security policies assure confidential documents aren’t left vulnerable. Functionally, the system administrator is the gatekeeper of who’s able to view, edit and approve documents through a streamlined Management Console.

To learn more about our award-winning mobile workflow products, contact us today.

On-Demand Video – Automating Accounts Payable for Answers On Demand Users

Tim Nissen | On-Demand Video – Automating Accounts Payable for Answers On Demand Users.

For organizations providing senior living and long-term post-acute care facilities that want to automate their Accounts Payable process, there are many options to consider.

For MatrixCare Answers On Demand (AOD) users, additional consideration is given to solutions that can integrate seamlessly. Whether you face challenges in getting invoices approved from managers at your communities in a timely manner, your AP team members are burdened with time consuming invoice matching and data entry functions, or just need to move away from paper filing of invoices, IntelliChief’s enterprise content management (ECM) provides automation’s abilities.

This presentation introduces the latest trends and best practices in AP automation and the benefits of integrating IntelliChief directly with the MatrixCare AOD application.  It highlights a current AOD customer’s use case with IntelliChief.

Topics discussed include:

– Reduce costs associated with processing and filing vendor invoices electronically

– Streamline Accounts Payable tasks with workflow automation, including invoice approvals at your communities

– Gain more insight into your invoice approval and exception handling process than ever before

– Reduce your risk of late fees and capture more early payment discounts

– Eliminate paper filing.

See how IntelliChief for MatrixCare AOD will increase visibility and control, reduce costs to process invoices and decrease invoice cycle times. On-Demand Video – Automating Accounts Payable for Answers On Demand Users available at //bit.ly/2PEEe7D.

 

Related: Assisted Living Software Solutions for Back-Office Administration

Back Office Automation Besting Business Costs

Tim Nissen | Back Office Automation Besting Business Costs.

McKinsey found that by incorporating available technologies to back office operations, redeploying employees to more strategic initiatives and reimagining processes, companies can dramatically increase performance and greatly reduce costs. Back office automation besting business costs is an employable reality.

Functionally, McKinsey noted that companies can automate approximately 30 percent of the activities in 60 percent of all occupations by using technology available today. As system’s capabilities increase by utilizing robotic process automation, machine learning and natural-language generation, the business case for automation is strong.

Take Accounts Payable processing; present in every organization, either centralized or handled at the division or location level. In all environments, manual processing of invoices is costly: 14 days and $17 each, according to industry averages. And that’s on top of paying the bills themselves…

Another volatile manual processing risk is late payment fees. Without ERP database and processing workflow visibility provided by automation, adhering to optimized payment scheduling, is a precarious task. Forgoing early payment discounts is also in this spectrum, and depending on scale, can be even more costly.

The answer and the ROI are in automating this back office operation, encompassing purchase information collecting, securing, validating, workflowing and approving payments. This is accomplished with an enterprise content management system (ECM) integrated with the company’s ERP and line of business systems. The results: processing cost reduction to 3 days and $3 each, invoice routing and approval time reduced 80 – 90 percent, along with less late fees paid and more early pay discounts received.

People are engaged through automation. According to The Chartered Institute of Management Accountants (CIMA), unlocking value from the human dimension of businesses is the facet determining a company’s success. They charge that encouraged behaviors that build a foundation of trust upon which (automated) information is shared, as a crucial (fiscal) reality. This is spot-on back office – it’s an organization’s Accounts Payable people who are gatekeepers of financial strength. Automation assists them by:

– Assuring processing workflow accuracy and accountability among all those involved in a transaction, while

– Enabling businesses to utilize processing staff most strategically and profitably.

AP processing is an encouraging function to start or expand back office automation. Its impact on reducing cost is quickly realized throughout an organization.

 

Related Accounts Payable Automation: Leverage the Power of Technology to Streamline Your AP Workflows

New IntelliChief ECM 4.2 Featuring Fast Multi-Thread Workflow Automation, AP Invoice Matching, Document Tracking

IntelliChief, LLC, a provider of automated document management and workflow enterprise content management (ECM) solutions, announces launch of the new IntelliChief ECM 4.2 featuring fast multi-thread workflow automation, AP invoice matching, document tracking and secure FTP file transfers.

IntelliChief’s Workflow Server performance is advanced with multiple processing threads. Longer duration tasks won’t delay other tasks, with multiple processes receiving attention from the server simultaneously. This decreases the overall processing time for all documentation in workflow throughout an organization. Additionally, highlighted index fields draw attention to data needing review, reducing overall processing time.

AP Invoice Matching provides Accounts Payable professionals an easy to use interface update, while expanding 2-way and 3-way matching process automation in both initial document capture (IntelliChief’s front-end Capture Enterprise) and in workflow, providing safeguards and validations accompanying automation’s speed and accuracy.

AI-powered Document Capture Tracking enhances the information audit trail, allowing administrators to identify documents to be added to IntelliChief, and their paths as they enter the ECM system. This capability enhances ability to locate any missing documents from transactions and projects.

Information transfer security is further enhanced via SSL and TLS protocol secure FTP and password encryption. Last Login allows administrators to determine which users should remain active, and Client Timeout frees licenses from inactive users, furthering system security.

IntelliChief’s enterprise AI-enabled robotic process automation (RPA) document management benefits encompass Accounts Payable, Order Processing, Finance, Purchasing, Sales Management, Customer Service, Human Resources-HCM, IT, Legal and Logistics/Distribution.

IntelliChief ECM provides a smooth, automated transition from costly manual document management and workflow functions. Its industry-awarded automated capture, validation, database update and real-time analytic visibility enables users to capture documentation in any format, index contents and validate with data in their ERP and line of business applications. The system lifecycle-manages all related documentation, facilitates optimized company-specific interdepartmental processes workflow automation.

For IntelliChief ECM information, visit IntelliChief.com.

###

CONTACT:

IntelliChief, LLC

Tim Nissen

Marketing Manager

tnissen@intellichief.com

(813) 971-9500 x335

JD Edwards Accounts Payable Automation and Content Management

Tim Nissen | JD Edwards Accounts Payable Automation and Content Management.

If your organization needs to automate Accounts Payable processes, what are the considerations? For JD Edwards users, emphasis is given to solutions that can integrate seamlessly with JDE EnterpriseOne and World. From there, what type of solution best fits your AP department? Is it the best strategic fit for your organization on an enterprise scale?

Join us for a live presentation exclusive for JD Edwards users, covering the choices available to you for automating your AP processes, and the strategic fit an enterprise content management (ECM) solution could provide. Core concepts of OCR and data capture, workflow, analytics and mobile will be covered, along with the benefit a true ‘enterprise’ ECM for JD Edwards organizations provides.

Of note:

– Reducing vendor invoice processing and filing costs by 75%

– Increasing automation and streamline processes via workflow, reducing cycle time by 80%

– Reducing late payment fee risk

– Increasing the amount of early payment discounts received through payment scheduling optimization

– Increasing visibility into AP processes through customized, criteria-built reports and dashboards.

See how in this 30-minute live presentation: JD Edwards Accounts Payable Automation and Content Management.

Date: Thursday, November 15, 2018

Time: 11:00 – 11:30am EST

Register Today: //attendee.gotowebinar.com/register/4564487677392974337

 

Unable to attend? Contact us for a post-event recording.

 

Related: Oracle JD Edwards Content Management Software can Help You Make the Most of Your EnterpriseOne or World ERP

Automating Accounts Payable in MatrixCare AOD

For organizations providing senior living and long-term post-acute care facilities that want to automate their Accounts Payable process, there are many options to consider. For MatrixCare Answers On Demand (AOD) users, additional consideration is given to solutions that can integrate seamlessly. Whether you face challenges in getting invoices approved from managers at your communities in a timely manner, are burdened with time consuming invoice matching and data entry functions in your AP team, or just need to move away from paper filing of invoices, you’ll want to attend this webinar exclusive for AOD users – IntelliChief and AOD: Automating Accounts Payable.

This live presentation will introduce the latest trends and best practices in AP automation and the benefits of integrating IntelliChief directly with the MatrixCare AOD application.  We will highlight a current AOD customer’s use case with IntelliChief.

Learn how to:

– Reduce costs associated with processing and filing vendor invoices electronically

– Streamline Accounts Payable tasks with workflow automation, including invoice approvals at your communities

– Gain more insight into your invoice approval and exception handling process than ever before

– Reduce your risk of late fees and capture more early payment discounts

– Eliminate paper filing.

See how IntelliChief for MatrixCare AOD will increase visibility and control, reduce costs to process invoices and decrease invoice cycle times.

Date: Thursday, November 15, 2018

Time: 2:00 – 2:30pm EDT

Register Today: //attendee.gotowebinar.com/register/7210200725868670465

Unable to attend? Contact us for a post-event recording.

Related: Assisted Living Software Solutions for Back-Office Administration

 

Live Presentation: Successfully Automating Sales Order Processing for Emser Tile with JD Edwards and IntelliChief ECM

Tim Nissen | Live Presentation: Successfully Automating Sales Order Processing for Emser Tile with JD Edwards and IntelliChief ECM.

The abilities of Robotic Process Automation (RPA) and Artificial Intelligence (AI) for JD Edwards sales order processing automation can be leveraged to drive repeatable rules-based actions and move you away from costly manual processes that lack status visibility.

This presentation, Successfully Automating Sales Order Processing for Emser Tile with JD Edwards and IntelliChief ECM, will provide you insight into a peer user’s strategy to move Orders from manual management to automation, and the benefits they’ve achieved.

It relays how to gain the maximum amount of efficiency needed to drive down costs, improve order fulfillment and ensure customer SLAs are met. It demonstrates how IntelliChief ECM integrates seamlessly with JD Edwards, and how it uses RPA and AI to automate routine tasks inherent in manual order processing.

The prominent benefits include:

  • Decreasing processing time and cost
  • Increasing order fulfillment accuracy by automating order documentation collection, with workflow mapped to your specific processes
  • Order status reporting, analytics of Open Orders, Days Sales Outstanding and additional high value areas
  • Desktop and mobile accessing of fulfillment visibility, interdepartmental input, reviews, exception handling and approvals
  • Improving relationships between Sales, Customer Service and valued clients.

See how in this 30-minute live presentation: Successfully Automating Sales Order Processing for Emser Tile with JD Edwards and IntelliChief ECM.

Date:  Wednesday, November 14, 2018

Time: 2:00-2:30pm EST

Register Today: //attendee.gotowebinar.com/register/7650946558931649537

 

Unable to attend? Contact us for a post-event recording.

 

Related: Oracle JD Edwards Content Management Software can Help You Make the Most of Your EnterpriseOne or World ERP