ERP interface and automatic archiving

In this sample organization, the invoices and shipping notes are produced on the organizational ERP together, but travel different routes: invoices are sent to the customer via email, while shipping notes are printed and sent with the delivery of the goods. The customer representative who receives the shipment signs the shipping notes to confirm delivery, and the courier than brings it back to the factory, where it is verified and than archived.
In this scenario, the organization keeps its customer binders on DOX-Pro. Each binder has dividers for contracts, correspondence, invoices and shipping notes. When the ERP system produces an invoice, it is sent both to the customer and directly to DOX-Pro for archiving in the customer’s binder. Included in the invoice details is the id of the corresponding shipping notes. As a result, DOX-Pro users are aware of any shipping notes that have not yet arrived.
When a shipping notes form signed by the customer arrives back, it is scanned in a scanner that sends the images directly to DOX-Pro. Using the barcode that was printed on the shipping notes form, DOX-Pro identifies the document, files it in the right binder and divider, and signals the ERP system.
Conclusion:
• All the customer’s documents are archived in one place, are related to one another, and available to users on a need-to-know basis.
• The invoice / shipping notes part of each customer’s binder is self-constructing.
DOX-Pro users are aware of missing shipping notes, and can easily browse to the matching invoice or the customer’s binder.



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