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Infor XA Sales Order Automation

Tim Nissen | Infor XA Sales Order Automation.

Is your company paper-based and manual in your processing of customer sales orders? If so, you’ve experienced the lack of efficiency, control, and visibility. A paper environment results in high costs of managing customer order documents, and ultimately of order fulfillment.

In this manual environment, complexities begin when a customer order is received. The steps of sorting and labeling orders, verifying for accuracy, performing data entry, pushing the order through all the internal steps you have leading to fulfillment, collectively drive up the cost to process every one of your transactions.

Further, factor in when an order is lost or misplaced, a data entry error occurs, or a change/revision to an existing order arrives. And the longer it takes to process an order, the higher your Days Sales Outstanding (DSO) will be. Meanwhile, maintaining communication with the customer regarding status of their order is further challenging if your lacks status visibility…

If your company utilizes Infor XA as your ERP, you have a paperless advantage when integrating Infor Solution Partner IntelliChief’s enterprise content management system (ECM).

With IntelliChief, your Sales Order process can be transformed to maximize efficiency, lower processing costs, mitigate risks, and increase visibility to customer POs. By capturing and archiving customer POs and the information they contain in a secure centralized repository, you’re able to utilize a workflow process that integrates all these functions into your XA system. You regain control of a process that is otherwise costly, lacks visibility and is difficult to manage. You will be able to provide an even greater level of service to your customers, and gain greater competitive advantages to help drive revenue throughout your organization.

See how. View this 30-minute video presentation: Infor XA Sales Order Automation

 

Related: Infor Document Management Solutions by IntelliChief

Case Study: Enterprising ECM – Reducing Accounts Payable Costs and Improving Order’s Customer Service

Tim Nissen | Case Study: Enterprising ECM – Reducing Accounts Payable Costs and Improving Order’s Customer Service.

Here’s another company suffering severe paper overload internally. Misfiled documents, lost invoices and delays in answering customer requests were overwhelming. Their Accounting Manager states, “We were looking to improve processes to save time and money . . . how we dealt with customers and how we did our daily jobs. Our ultimate goal was to find a way to improve the bottom line, to improve profitability.”

IntelliChief Solution

The company’s solution search party asked their ERP provider for a document management automation solution suggestion. IntelliChief ECM was recommended to them, for its feature-rich capabilities and easy integration with their ERP system.

The next step was to obtain project approval. The CEO and CFO wanted real ROI – reduced costs encompassing labor, faxing, postage, check stock and paper. “Neither the CEO or CFO wanted to see any soft dollars. We were able to show there were big savings, which could be used to improve profitability and services, and those were hard dollars,” explains their Accounting Manager

The first challenge was the company’s Purchase-to-Pay process: purchasing, receiving and accounts payable. When creating PO’s, buyers printed them, emailed or faxed them to the vendor, stapled the confirmation receipt to the PO, and put everything in a basket to wait for confirmation, which took up to 4 hours on a good day…

Streamlining Purchase-to-Pay

All these cumbersome steps were eliminated with IntelliChief. When a PO is created, an electronic copy is saved. Quadrant Software’s FastFax (an integrated fax server for IntelliChief) then faxes or emails the PO in mere seconds without user intervention. Order Acknowledgments, received by fax or email, are archived in the IntelliChief database and linked to the appropriate PO. All of these documents can be retrieved on familiar ERP screens at any time by IntelliChief users.

Incoming products had Receiving Documents matched against PO’s, entered in ERP and filed. When invoices arrived in Accounts Payable (AP), invoices were matched against the receiving record in the system. If there was a discrepancy, AP staff needed to look for the original receiving documents, to determine if they had been incorrectly entered into the ERP, or if the invoice was wrong. “If the purchase had been made by one of our other facilities, I had to call them to send me a copy of the receiving documents, so I could match, review everything associated, and find out what happened,” says the company’s Accounts Payable Associate.

Today, after documents are matched in the warehouse and a receiving record created in the ERP, the receiving documents are scanned into IntelliChief, eliminating the need for hard copies and ensuring they are digitally available without the need to send physical paper to Accounts Payable.

Accounts Payable Results

Faxed invoices are captured via FastFax and archived. Mailed invoices are scanned. Emailed invoices are saved with the easy-to-use IntelliChief Print Capture application.

IntelliChief’s Workflow matches invoices against receiving documents and sends them to an electronic inbox (“Matched Invoices”); invoices without a receiving document go to an “Unmatched Invoices” inbox.

The impact? The Accounts Payable Associate comments, “Previously, every day I had to pull up the folder and try to match invoices . . . that was a big pain. . . With IntelliChief, the invoices are awaiting electronic matching with the receiver, as if they were saying, ‘Hey, here we are!’ It’s a tremendous time saver.”

Prior to IntelliChief, the huge paper trail prevented invoices that needed approval to be paid quickly. Copies were made by AP staff, sent to the appropriate manager for approval, and came back to AP for a voucher. The AP Associate explains, “When invoices make it back to us, I had to contact each person to verify they received it, approved it, and sent it back. Sometimes invoices were paid late, or we couldn’t take advantage of vendor discounts because we couldn’t make the deadline.” IntelliChief’s Workflow now electronically forwards invoices or approval to the correct person. They approve it with a click of the mouse. With IntelliChief’s automating workflow, the company has put an end to missing invoices, delays and unachieved discount savings.

When Accounts Payable wanted to pay invoices, the AP Associate again had to match paper documents. “I used to spend at least half a day every week manually matching up invoices and checks to be approved and signed by senior staff. This meant looking through filing cabinets for correct invoices and putting them in a folder with the corresponding check.”

IntelliChief saves checks as an electronic image and manages them via Workflow. The AP Associate describes how IntelliChief streamlines check runs and approval processes: “IntelliChief automates our check production; checks go via Workflow to senior staff, and they can simply click and look up the relevant documentation on-screen and either approve or void the check.”

Order Processing Pains

The second challenge was orders – coming via fax, email and postal mail. They were manually routed to the Traffic Group for review and carrier information access and logged before going to Order Entry. They were sent back to the Customer Service Representative (CSR) or manager with any questions, or when a discount required approval.

Their CSR Manager explains, “There was no way to know where in the process the order was at any given time, until it was put into the system. Sometimes we had to ask the customer to re-send, which you can imagine they weren’t very happy about. Then the workflow-by-hand’s a tedious process, having to constantly ask staff in various departments where the order presently is, and where it’s going next. It slowed our fulfillment.”

After the order was entered, an acknowledgment was printed, proofed, and compared to the PO. Once approved, a CSR made a copy, faxed or mailed it to the customer, and filed the copy with the PO.

Order Processing Done Right

With IntelliChief, order processing is efficient. Faxed orders are captured with FastFax, mailed orders are scanned into the system, and emailed orders are saved with IntelliChief’s easy-to-use Print Capture feature, all archived in IntelliChief’s database.

The electronic order is sent to Order Entry or the CSR via IntelliChief Workflow. The order is routed to Traffic, and then to Order Entry. IntelliChief creates and saves the Acknowledgment, which is faxed or emailed directly to the customer.

“We now have only 3 people involved in the process rather than 7 previously, and we always know exactly where the order is,” says the CSR Manager. “IntelliChief cut our order process time in half.”

When customers called with questions about invoices, CSR’s had to request a copy from Accounting. The Accounting Manager explains, “Prior to IntelliChief’s automation, the invoice had to be pulled from the files, which could take minutes or hours, and then logged.” The order history (original PO, any change orders, acknowledgments, and all related documents) is now electronic. “We can view order status through IntelliChief Analytics and see where any bottlenecks are. We can see if orders are not being entered. Invoices are emailed to customers, saving postage, labor, and mailing costs,” the Accounting Manager exudes.

Key Benefits

IntelliChief provides the company both ROI and intangible benefits. “It helped decrease the stress level! Being able to really see what’s happening, to see where holdups are is incredible,” states the Accounting Manager. “From a management standpoint, that’s a measurable benefit to me.” An additional benefit is having everything electronic accessible for their auditors. “We can’t wait until next year when the independent auditors come in; we’ll provide them with a workstation accessing IntelliChief; they can do document searches without involving any of our Accounting staff.”

Paperless Future

Implementing document management automation is admittedly a procedural shift. “The idea of not having paper anymore for some people was difficult to overcome, initially. They now understand automation is a real advantage for all of us, with how we serve our customers, and everyone realizes the competitive advantage it provides us,” the Accounting Manager states.

Realizing the advantages of automating document capture and workflow, the company plans to roll out IntelliChief to other high-documentation, workflow-intensive areas of the company, maximizing abilities of their ERP, while reducing costs throughout the organization, and serving customers faster and more efficiently.

 

Also see: Workflow Automation: How to Speed Up Your Business Processes

IntelliChief ECM Named Quest Oracle Community Partner

IntelliChief, LLC, an Oracle PartnerNetwork Member, Gold Level Product Integration member, and provider of automated document management and workflow enterprise content management (ECM) solutions, announces IntelliChief ECM named Quest Oracle Community Partner.

The designation reflects the company’s ongoing support of regional Quest Oracle Community user groups, and progressive product development of Accounts Payable automation and Orders Processing automation for JD Edwards EnterpriseOne, JD Edwards World, Oracle E-Business Suite and PeopleSoft users. Also attributed was the company’s industry-noted product advancements in the areas of multi-format automated document capture and indexing, AI and robotic process automation (RPA) and company-specific process configured workflow, providing mobile access for all staff and stakeholders.

IntelliChief’s enterprise AI-powered automated document management focus benefit at manufacturer’s departmental level, encompassing 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. It lifecycle-manages all related documentation, facilitates optimized interdepartmental processes workflow automation and cash flow optimization.

For IntelliChief ECM information, contact IntelliChief.

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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

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.

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

JD Edwards Sales Order Processing Automation

Tim Nissen | JD Edwards Sales Order Processing Automation.

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.

If you are currently processing inbound customer orders in to your JD Edwards application, this on-demand video highlighting RPA and AI abilities is an interesting watch.

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

The prominent benefits include:

  • Decreasing manual 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, etc.
  • Desktop and mobile accessing of fulfillment visibility, interdepartmental input, faster reviews, exception handling, approvals
  • Improving relationships between Sales, Customer Service and valued clients
  • Electronically file all the documents related to a Customer’s order transaction.

What positive fiscal impact will this have on you? See the video at //bit.ly/2QLPaNV

 

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

IntelliChief ECM Named Oracle Gold Partner

IntelliChief is proud to be named an Oracle Gold Partner.

The designation reflects our progressive, integrated products that are designed specifically for JD Edwards EnterpriseOne, JD Edwards World, Oracle E-Business Suite and PeopleSoft.

Niche-specific solutions include Accounts Payable automation and orders processing automation, although IntelliChief can be used with any Oracle ERP module.

Discover our Oracle ECM solutions here.

The designation reflects:

  • IntelliChief’s long-standing commitment to best-in-class, Oracle-integrated technologies
  • IntelliChief’s award-winning advances in multi-format automated document capture and indexing, AI and robotic process automation (RPA), and company-specific workflow process mapping
  • IntelliChief’s unique mobile access functionality for all staff and stakeholders.

To learn more, contact us today.

IntelliChief ECM Presenting at 2018 Kerridge Commercial Systems FUSION18

IntelliChief will presenting at the 2018 Kerridge Commercial Systems FUSION18 (#FUSION18), October 7-9 in Scottsdale, AZ.

Our experts will be sharing Better Together: Maximizing the ROI of Your KCS ERP System with IntelliChief Capture Enterprise (OCR) and Integrated Document Management. 

Are you in control of your Accounts Payable and sales order processing? Is manual data entry still the most time-consuming back office function in your organization? What if you could eliminate keying invoices, filing and file cabinets, and managing documents between branches.

This session explains the integration between IntelliChief and KCS for AP automation. We will discuss Integration points, touchless AP, mobile approval and coding for expense invoices, and other areas in your organization to implement Document Management. Finance professionals are encouraged to attend.

Leverage Robotics for Processing Customer Orders in JD Edwards

Do you have robots working in Customer Service?

No, we aren’t talking about your favorite Star Wars characters. We’re talking about the concepts of Robotic Process Automation (RPA) and Artificial Intelligence (AI). This technology can be leveraged to drive repeatable, rules-based actions and move you away from processes that often rely on internal tribal knowledge.

If you are manually processing inbound customer orders in your JD Edwards application, join us to learn how to make your approach more effective. We’ll show you how to drive down costs, improve order fulfillment, and ensure customer SLAs are met.

Our experts will review how IntelliChief integrates seamlessly with JD Edwards EnterpriseOne and World, and how it uses RPA and AI to automate routine tasks inherent in manual order processing.

What positive fiscal impact will this have on you? Book your seat today for this web presentation:

Date: Tuesday, September 18, 2018

Time: 2:00 – 2:30pm EDT

Unable to attend? Contact us for an on-demand viewing link.