ECM’s HR Resource Resourcefulness

Tim Nissen | ECM’s HR Resource Resourcefulness.

Human Resources and Human Capital Management are among the most document intensive areas of your organization.

Enterprise Content Management (ECM’s) HR resource resourcefulness enables you to automate the information processing activities faced daily, while conveniently organizes each person’s information for quick electronic access and long-term archival.

With numerous paper and electronic file-formatted documents generated when creating and maintaining Human Resources department files for each employee and 1099 contractor, organization is imperative. It starts with having the ability to capture and structure all information befitting your organization’s business processes, all through automation. Password-protected access is also automated – a simple keyword search provides the information to your desktop or mobile device. The workflow automation provides you the ability to route documents to staff and vendors electronically for prompt action. Structured archival enables secure long-term, low-cost storage.

IntelliChief ECM’s HR Resource Resourcefulness – Human Capital Management benefits include:

  • Documentation Consolidation – information in every format, paper or electronic, is uniformly formatted and stored together based on your specific criteria. Capture information and convert paper documents to electronic files with an unprecedented level of efficiency and ease. Manage all personnel documents in a single, searchable system that improves information retrieval capabilities.
  • Information Validation – when connected with your enterprise resource planning (ERP) or Human Resources management systems, ECM validates and updates stored information in these programs, assuring data integrity.
  • Interdepartmental Workflow – the ‘enterprise’ in ECM. The company process-configured system enables automated workflow, interconnecting departments and eliminating frustrating information silos. It streamlines your internal procedures by automating document routing for completions and approvals.
  • Cost Reduction – physical paper files are costly to create, access and update, both in HR staff’s allotted time, and time away from constructive, strategic pursuits to meet your goals. On- and off-site paper file storage is significantly reduced or eliminated, saving you square footage and budget.
  • Records Protection – Disaster Recovery/Business Continuity – electronically protect all your company’s resource records is imperative to keeping your business running in every location, through temporary and catastrophic occurrences, causing loss of paper-based information due to wind, water, fire, theft or misplacement by anyone.

The Need Identified

According to Forrester Research, “Human Resources departments typically use 50% of their staff’s time handling manual, mostly paper-driven personnel administrative tasks.”

As Human Resources impact continues to expand within organizations, you and your staff are losing half your time to non-strategic tasks. The critical contributions your company needs are strategic as corporate environments evolve, and resource planning rapidly becomes vital to planning and assurance of optimized operations, both during transitional periods and continuing daily functions throughout the organization.

These daily manual administrative tasks must be automated to allot needed resources – yours and those throughout your company – to be utilized for their strategic and executional contributions.

See for the PDF IntelliChief ECM for Human Capital Management, highlighting ECM’s benefit to HCM lifecycle management.


Related: Human Resources ECM – The Benefits of Automating Human Resources

Improving Your Order to Cash Cycle in Oracle

Your order to cash cycle determines how quickly you process your orders, how soon you get paid, and how much money you can re-invest in your business. A long cycle is a sign that you’re not operating as efficiently as possible. This can be frustrating – especially if you’re already using Oracle to manage your workflows. But with a few strategic changes, you can produce better metrics. One way to improve your order to cash cycle in Oracle? Order entry and sales order processing automation, made possible by IntelliChief.

Oracle Order to Cash Overview

Any processes that occur after a customer has sent a purchase order fall under the “order to cash” umbrella.

Order to Cash Cycle in Oracle

In Oracle, the order to cash cycle starts when you enter a new transaction into your Order Management Sales Order module. At this point, you can also:

  • Enter custom pricing and tax information
  • Apply discounts
  • Update a customer’s payment information
  • Update a customer’s shipment information

As you move from order entry to order fulfillment, you’ll also move to the Shipping Execution module. You’ll:

  • Put the requested items on hold
  • Create a pack slip
  • Set departure dates
  • Set up secondary shipments for backordered items
  • Calculate weight, volume, and fill percentages for your logistics team
  • Assign freight charges
  • Define container details

Once the order has shipped, Oracle notifies your customer. You can then use the Order Management module to track the delivery and manage returns.

Billing, which is done in Oracle Receivables, is the last step of the order to cash cycle. You can use the Receipts Workbench, Transactions Workbench, and Collections Workbench for the final O2C workflows. In these modules, you’ll enter receipts, create and send invoices, post payments, and add transactions to your general ledger.

Automating Key Steps in Your Oracle Order to Cash Process Flow

With so many steps to complete, it’s easy see where delays can occur. Many companies have issues routing orders and receipts from one department to the next. This is especially true for complex orders that move through Engineering, R&D, and Quality before they’re eventually sent out.

While you can’t automate the entire order to cash cycle in Oracle, you can streamline the most time- and labor-intensive steps. In fact, you can even have certain processes completed without any input from your employees. An example: you can have IntelliChief send new orders straight to Credit, without Customer Service having to manually pass them along.

Our order to cash solutions communicate behind the scenes with your Oracle ERP. In doing so, our system can automatically:

Oracle O2C Automation Software

With IntelliChief, you’re able to keep your existing workflows in place. (For instance, you can have your customers continue emailing, faxing, and mailing you their orders.) But, with automation helping you out, you can avoid the routine administrative work that’s needed to move each order through to completion.

For O2C processes that do need a user’s attention, automatic notifications also make sure nothing falls through the cracks. When nobody is stuck wondering what they’re supposed to be doing, your orders are completed faster and with fewer mistakes.

Benefits of an Automated Order to Cash Cycle in Oracle

Automating your Oracle workflows with IntelliChief helps you significantly reduce your order to cash cycle times. You can start processing each order right away, instead of waiting for a customer service member to enter them in. And, you can send invoices as soon as an order is complete, avoiding collection delays that complicate your cash flow.

Automation also helps you scale your order to cash processes without having to hire new employees. The teams you already have in place can take on new (and more valuable) work as well.

Another benefit: any time you need a document while you’re working in Oracle, you can retrieve it through IntelliChief. You don’t have to switch over to a different screen, helping reduce disruptions so that you can stay productive. Similarly, when customers reach out with questions, you can access their entire order history directly from your app. Customer service becomes much faster and less of a burden.

Discover IntelliChief’s O2C Solutions for Oracle

IntelliChief is designed as an end-to-end O2C solution. This means that you can use it to streamline as much of the process as you like. You can start with one specific area – like sales order management. Or, you can automate the entire Oracle order to cash process all at once. And, with the detailed reports that IntelliChief collects, you can visualize key ways to improve operations throughout your entire organization. This includes everything from supply chain management to inventory management.

Ready to improve your order to cash cycle in Oracle? Contact IntelliChief today. Our experts can review your O2C workflows and introduce you to our Oracle document management solutions. We’ve helped countless E-Business Suite users just like you leverage the power of automation – and we’ll use that extensive technical knowledge to your benefit throughout implementation and beyond.

Packerland RUG Featuring Today’s AP and Orders Automation

Tim Nissen | Packerland RUG Featuring Today’s AP and Orders Automation.

IntelliChief ECM, an Oracle Gold Partner provider of automated document management and workflow enterprise content management (ECM) solutions, is bringing today’s AP and Orders Automation for JD Edwards to the Packerland RUG’s Summer event July 19th at the Tuscumbia Country Club in Green Lake, WI.

IntelliChief will present Fiscal Fitness for JDE: Today’s AP and Orders Automation Abilities, addressing the latest integrated ECM abilities, including how-to’s and benefits of this technology stack trend.

Throughout the day, ECM discussions will be held around the IntelliChief table onsite.

Unable to attend? No need to miss each other – contact IntelliChief for an overview of the presentation’s highlights:


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

SCUG JD Edwards Users Discuss Automating Sales Order Processing

Tim Nissen | SCUG JD Edwards Users Discuss Automating Sales Order Processing.

As featured at Q2’s meeting, SCUG JD Edwards users discuss automating sales order processing. This 30-minute recorded presentation highlights peer-user strategy, and results received from a before-after vantage.

It features testimonial with benchmarked benefits they achieved, covering:

  • Automating the Order Entry processes, decreasing manual processing time and cost throughout an organization
  • Increasing order fulfillment accuracy by automating order documentation collection
  • Electronically capturing and organizing all documents of each transaction
  • Mapping workflow to a company’s specific processes
  • Full-view desktop and mobile visibility of processing status, interdepartmental input and exception handling
  • Facilitating quicker approvals through automated collaboration
  • Order status analytics providing reporting of Open Orders and Days Sales Outstanding
  • Facilitating improved relationships between Sales, Customer Service and clients.

View the presentation on-demand at



Improving your SAP Sales Order Process Flow

Tired of your time-consuming, inefficient SAP sales order process flow? There’s an easy way to speed it up: IntelliChief.

We get it: Manually entering every single purchase order into SAP takes a lot of valuable resources – resource that you just may not have. Plus, not every transaction can be completed through EDI (your customers, for instance, just may not have the technology for it). You also have to worry about data entry errors, lost/duplicate orders, and communication delays.

If you need a better order processing strategy, automation may be the key. IntelliChief’s sales order automation software makes your SAP order to cash process simple and stress-free (not to mention much more accurate).

SAP Sales Order Process Flow – The Traditional Way

Traditionally, you have to monitor each of your communication channels (email, fax, phone, and mail) to collect inbound orders. From there, you have to manually enter them into SAP, specifying the customer, item numbers (and quantities), and billing & shipping information. (This is most commonly done in your SAP CRM.)

Order Confirmation

From there, your CRM communicates with your APO to make sure each item is available to ship. Your APO collects warehousing information, availability dates, and shipping information, then creates an unchecked delivery as a preview of the actual order.

At this point in the process, you may decide to send your customers an order confirmation notice. If any of the items in their order are temporarily out of stock, you’ll likely let them know about a potential delay.

Order Fulfillment, Shipment, & Billing

When your fulfillment team has the order picked, packed, and ready to go, SAP changes the order from an unchecked delivery to a checked delivery. If cross-docking is involved, the system adds the information, and the order is processed through each of the receiving warehouses.

Once the order has been filled, SAP creates your inbound and outbound delivery documents. Your team will typically save these documents into your customer’s file in case they’re needed in the future.

Depending on your internal policies, you may send additional communications to your customer when their order has shipped (or is out for delivery). You’ll then pass everything over to Accounts Receivable, who can bill the customer for their order.

SAP Sales Order Process Flow

The SAP Sales Order Process Flow with IntelliChief

While SAP helps streamline these workflows on its own, there’s still quite a bit of work involved for your team. IntelliChief is designed to take the extra steps out of the process.

Our sales order processing software helps you automatically:

  • Capture customer purchase orders
  • Create corresponding sales orders
  • Send the sales order to each of the various departments that are involved with fulfillment
  • Capture credit memos
  • Enter and process change orders
  • Send out order updates
  • Send invoices via email/fax
  • Confirm each order’s payment status
  • Provide increased visibility into the collections process

Plus, every document that’s created as an order is processed is automatically saved to a searchable archive. If a customer contacts you for an update, you’ll be able to see exactly where their order is and when it’s expected to arrive.

Smarter Order Management, Better Cash Flow

With a better approach to SAP order management, you’ll save both time and money, improving your organization’s cash flow and reduce lead time. You’ll spend less time on low-value order entry tasks, and your workflows will move more smoothly. Plus, increased visibility into each order’s status lets you make faster, more informed decisions and provide better support to your customers. It’s a smart solution all around – and you can learn more here.

Talk to the Experts in SAP Order Automation

When you invest in an automation solution for SAP, you need to have an experienced team on your side. As a trusted leader in SAP order automation, IntelliChief can customize your integration so you can make the most of your existing workflows. And because we’ve handled countless projects just like yours, we can take all the stress out of deployment.

Want to schedule a custom demo? Contact IntelliChief today to learn how to start improving your SAP sales order process flow.


How Does Your Sales Order Processing Procedure Measure Up?

Every company has its own approach to sales order processing. Some start working on sales orders the second they come in. Others collect and distribute orders in batches once or twice per day. Those orders can then be routed electronically from one department to the next, or they can be moved through manually. So: how does your sales order processing procedure measure up?

Order Processing Metrics

According to the American Productivity & Quality Center, the average company spends $24.21 to process a sales order.

Sales Order Processing Procedure

Often, a company’s order processing costs go hand-in-hand with their order processing methods. Companies that process each order by hand spend more; companies that use automation spend less. The APQC estimates that a company that spends $21 to process an order the traditional way could spend just $6 with the help of automation.

Then there’s the issue of time. Many orders take days – if not a week or more – to fully process. That’s not too surprising, when you think about how many people are involved. (Think customer service reps, credit managers, packers, shippers, and accounts receivable clerks.) Each person plays a crucial role, but projects often get held up going from one department to the next and lead time increases.

Signs You Need to Improve Your Order Processing Workflow

If you’re thinking about making changes to your order processing procedures, take a look at your metrics in the following areas:

  • Average Time to Order Entry. How much time passes from the moment an order is received to the time it’s entered into your order management system? (You can also look at this metric for each of your individual order channels: phone, email, mail, and fax.)
  • Average Time to Order Fulfillment (Lead Time). How long does the entire order fulfillment process take? (This includes approving the order internally, confirming the financial details, collecting and shipping the items, and sending the customer an invoice.)
  • Order Entry Error Percentage. What percentage of your orders get delayed by an error entry mistake (such as an incorrect billing address or price)?

Your percentage of returning customers is worth considering as well. While many things – not just order processing performance – influence repeat business, this metric can help you determine how well you’re meeting your customers’ expectations. If they receive their orders quickly (and correctly), they’re more likely to come back.

What Can You Achieve With a Better Sales Order Processing Procedure?

Let’s go back to the cost example above: $21 to process a sales order the traditional way, and $6 to process a sales order with the help of automation. That savings of $15 per sales order translates to $15,000 in savings for every 1,000 orders processed. For a company that processes 1,000 orders a month, that’s $180,000 a year – just through lower processing costs. And, when your customer service reps aren’t wasting time on manual data entry, they can focus on projects that actually add to your bottom line.

Improve Your Sales Order Processes with IntelliChief

If you’re ready to start working more efficiently, IntelliChief is here to help. Our order to cash automation software can:

  • Automatically convert purchase orders into sales orders (no manual data entry needed)
  • Enter those sales orders into your order processing system
  • Instantly route documents from one department to the next (e.g., from customer service to credit or engineering)
  • Create invoices for you to send your customers at the end of each transaction

These faster and more efficient processes can completely transform your order to cash cycle. To see the impact it made for one of our real-life customers, click here. Or, to talk with one of our experts about improving your sales order processing procedure, contact us today.


Automating Accounts Payable with Oracle E-Business Suite

Tim Nissen | Automating Accounts Payable with Oracle E-Business Suite.

This on-demand presentation documents a trend within the E-Business Suite community – automating AP processing. This recording of the COLLABORATE 18 presentation to users and consulting partners overviews how utilizing enterprise content management (ECM) increases visibility and control, reduces costs to process invoices and decreases invoice cycle times, with seamless EBS integration and desktop and mobile access through familiar EBS screens.

Automating Accounts Payable with Oracle E-Business Suite covers:

Reducing vendor invoice processing and filing costs by an average of 75%

Increasing automation and streamline processes via workflow, reducing cycle time by an average of 80%

Reducing late payment fee risk, while increasing the amount of early payment discounts received through payment scheduling

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

Extending paperless process management ECM beyond AP – to Accounts Receivable, Customer Service, Purchasing, Human Resources-Human Capital Management, IT, Legal, Logistics/Distribution, Operations and other paper and process-intensive departments, supporting time and cost savings throughout organizations.

View the 30-minute presentation at



AP Automation Cost Savings

Tim Nissen | AP Automation Cost Savings.

Let’s start this one with the AP automation cost savings reveal; the beneficial end of this story.

Companies with a manual, paper-based AP environment need 14.6 days to process a supplier’s invoice, and $16.91 to do so.

Companies with AP automation process invoices in 2.9 days, for $3.47.

Here are the quantifying elements. There are both hard dollar and soft dollar variables that factor into AP automation cost savings. The hard dollar savings relate to reducing manual-based processing through a change in business process, technology and policy that directly reduces expenses, and ultimately process improvements.

Though hard dollar savings are often easier to calculate and quantify, don’t short the soft dollars. Soft dollar savings resonate in areas that reduce costs through strategically reallocated labor resources, greater efficiency, productivity increase, usable information (realized through analytical reporting), proactive compliance and improved work environments/decreased staff turnover. Many variables and activities encompass these savings (and competitive advantages). Capital conservation is evident upon observation. Its exact manifestation fluctuates within the scope of these fluid variables.

Here are calculations that bridge the two, utilizing tasks to quantify true cost.

Task                                   # of People      % of Time        Salary              Total Cost
Open & Sort Invoices         1 Person             20%                 $45,000             $9000

If it takes 1 person 20% of their time to open and sort incoming invoices mailed, emailed (then printed) and faxed, and they are being paid $45,000 annually, the cost to open and sort is $9000.

Task                                   # of People      % of Time        Salary              Total Cost
Manually Key Invoices      2 People              60%                 $45,000             $54,000

If it takes 2 people 60% of their time to key invoices into ERP and accounting systems, with an annual salary of $45,000 each, the cost to manually enter invoice information is $54,000.

Task                                   # of People      % of Time        Salary              Total Cost
File Paper Invoices              1 Person             40%                  $35,000             $14,000

If it takes 1 person 40% of their time to file paid invoices into the paper filing storage onsite, and their compensation’s $35,000 annually, the cost to manual invoice filing is $14,000.

Ultimately, these three aspects alone equal an annual cost of $77,000 for a small Accounts Payable department. Costs scale up rapidly as more resources are required within larger organizations, or as companies incur increasing outsourcing expense.

Digging a bit deeper, these aggregate industry statistics factor prominently within manual processing environments:

– The average number of invoices with errors is 4%

– 62% of invoice processing costs are comprised of staff labor

– A scant 30% automate capture of transactional documentation

– 50% of eligible early payment discounts are unreceived, due to inability to process invoices and execute payment with advantaged payment schedules

– Only 32% of companies utilize Accounts Payable process dashboards to monitor and optimize performance and cash flow of their AP departments.

Here are results that matter. Aggregate statistics indicate:

– AP automation has reduced processing costs by as much as 80%.

– With AP automation, invoice routing and approval times are reduced 80 – 90%, resulting in lower interdepartmental costs, fewer late-payment fees and optimized payments scheduling for early pay discounts.

The comprehensive way to identify all costs is to map current accounts payable process, ahead of implementing AP automation. This will illuminate and identify areas of concern and bottlenecks which can be identified as areas of improvement and savings.

The bottom line from the beginning – 14.6 days to process invoices vs. 2.9; at $16.91 each vs. $3.47. AP automation cost savings are now a necessity for companies.


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

JD Edwards Users Automate Sales Order Processing

Tim Nissen | JD Edwards Users Automate Sales Order Processing.

This 30-minute video educates JD Edwards users to automate Sales Order Processing, featuring peer-testimonial relaying their problem-solution scenario, and the benchmarked benefits they achieved.

Collectively, it covers:

  • Automating the Order Entry process to decrease manual processing time and cost (the statistics are alerting)
  • Increasing order fulfillment accuracy by automating order documentation collection, with workflow mapped to a company’s specific processes
  • Electronically capturing and organizing all documents related to each transaction
  • Desktop and mobile accessing of fulfillment visibility, interdepartmental input and exception handling, facilitating quicker approvals
  • Order status reporting, with analytics of Open Orders and Days Sales Outstanding
  • Ultimately, improving relationships between Sales, Customer Service and clients.

View at



How to Organize Your Accounts Payable Files

If you’re like most companies, staying on top of your paperwork can be easier said than done. Unfortunately for Accounts Payable, that can mean missed deadlines, missed early payment discounts, and unnecessary stress. But, with a bit of time and effort, you can figure out how to organize your accounts payable files in a way that works for you.

On-Site, Off-Site, and Electronic File Storage

In most cases, you have three main options for storing your files:

On-site file storage – This is the most straight-forward approach. You can designate a single storage area for all your accounts payable files, or you can have each employee maintain the files that they’re responsible for at their own workstation. Of course, you have to take security into account, making sure that unauthorized employees can’t access your company’s financial information. You also need to keep track of who is viewing your files and when.

The up side is that you can organize your files in any way that makes sense for you. Some companies match each invoice with the corresponding purchase order, receipt and sometimes payment. (This is typically the best approach when it comes to two- and three-watching matching.) Other companies organize their documents by vendor, date of payment, or date of receipt. But, whichever option you choose, know that it may still take quite a while to locate specific documents when you need to process them.

How to Organize Your Accounts Payable Files


Off-site file storage: With off-site storage, you don’t have to find the space in your office for file after file – and you don’t have to create an organizational structure from scratch. But, you do have to budget for the (often significant) expense of storage.

You also have to trust that your vendor can quickly find the documents you need, right when you need them. It’s not uncommon for documents to get lost in the shuffle – and few things are more frustrating than having to hit pause on your workflows while you request a replacement.

Digital file storage: Digital file storage allows you to access your documents at a moment’s notice, without having to deal with the physical clutter. It does represent a significant up-front investment, but it lets you keep your documents organized without any effort. In fact, you can search by almost any criteria (for instance, if you don’t remember the account number or customer name, you can perform a lookup by date) – and you don’t even have to leave your desk. And when you need to collaborate, you can instantly send a document to another member of your team – even if they’re in a different office or working remotely.

Another important thing to keep in mind: no matter which option you choose, you’ll need to put a process in place for getting rid of files once they’re no longer needed. (This is especially important in public companies needing to maintain compliance with Sarbanes-Oxley and other regulations.) With on- and off-site storage, you can create a calendar and have an employee actively monitor it, although this method can be error-prone. Electronic archives, on the other hand, can be configures to permanently delete sensitive data once it’s no longer needed, making lifecycle management a snap.

Discover IntelliChief’s Digital Document Management System

Still not sure how to organize your accounts payable files? IntelliChief can help. Our accounts payable software has helped countless companies say goodbye to paperwork once and for all. You can set custom user permissions, create audit logs, and collaborate across multiple departments with the click of a button. For more information, contact us today.