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Newgen OmniScan Solution for SharePoint
TM
Scan, Digitize and Deliver
Template Based Bulk Scanning
Data Extraction
(OCR)Image
Assisted Data Entry
Export to SAP, SharePoint,
DMS
Image Enhanceme
nt
Store & Search
through HDD
Business Value
Indexing
Scanning Operator
Documents coming from
different LocationScanning Operator scans documents at the branch
office
Documents are received from different location
Scanning Operator
Entering Data from the document
Image
Document Scan and index
Auto extraction of data through OCR
Scanning Operator
Multiple records can be populated
Multiple document can be uploaded
Scanning Operator
Exporting documents to
SharePoint
Exporting document to SharePoint
Choose from different Libraries
Selecting SharePoint Library
Multilevel Folders are being created
automatically through OmniScan
SharePoint 365
Search Operation
Perform search operation on folders and documents
Exported document with Keyfields
Captured Key fields from OmniScan can be viewed
Document View
View document in different format
(PDF, Tiff, PDF/A)
Problems in manually tracking and filing of the invoices.
Poor visibility of the invoices approval process leads to poor cash flow computation
Tracking a file for audit / recheck can take hours to locate and rectify
The system not driving accountability as there is no monitoring capability
High processing time can mean non availment of the vendor discounts
The Problems
The Solution
Capture Invoices from different locations
Linear workflow helps to automate the processing of the invoices & supporting documents
Integration with MS Dynamics AX Invoices kept securely with role based access
Lets have a look at Newgen Solution for
MS Dynamics
Purchase Department
create PO In MS Dynamic
Purchase Order Entry Screen
Email the PO to the Vendor
Scanning User
Vendor Sends the Invoice at Branch
with PO if available
Scanning Operator scans Invoice at the branch office
Purchase Department
Purchase Department user collects all Invoices and related documents from Vendor and Vendor goes back
Documents to be attached with Invoice
Invoice
Purchase Order
Goods Received Note
Invoices converted in electronic form through digitizationInvoices converted in electronic form through digitization
Purchase Department
Invoice Captured or Entered
Captured Supporting Documents
Image of Invoice
Purchase Department user
captures Invoice and related Documents
Branch User Branch Purchase Department user sends
the Invoice to Receiver at HO for verification.
Head Office
Invoice is now with Receiver at HO to move to approver or finance. After checking the invoice, he will send it to the Approver or can raise an Exception
Receiver user
Receiver User can add notes to
intimate approver user
Receiver Approves the Receiver Approves the Invoice for registration Invoice for registration
and sends it to the and sends it to the approver of main office approver of main office
Verification and Modification of data can
be done
Exceptions can also be Exceptions can also be raised from the links raised from the links
Receiver userIf there are no exceptions or problems with the Invoice, the Receiver sends it to the Approver for Non PO Invoice and
Finance for PO Invoice
1. a No Discrepancies Found
Receiver User at Main Office
1.b
D
iscr
epan
cies
Fou
nd
Exception Resolver
Ver
ifier
use
r R
aise
an
EXC
EPTI
ON
Exception Resolver resolve the exception ra
ised by Receiver user a
nd
sent it to back to offic
e for FINAL APPROVAL
3Approver User at Head Office
approves the Invoice based upon parameters and archive documents
for compliance.
Registration Documents are archived for Compliance
2
Image Enablement help the users to view the documents
archived in OmniDocs from
within MS dynamics
Click on OmniDoc to view the documents archived
in OmniDocs
Image Enablement help the users to view the documents
archived in OmniDocs from
within MS dynamics
MS Dynamics user can view the document associated with PO
Key Benefits of Newgen solution for
MS Dynamics…
Less Turn Around Time – High ProductivityIntegration of the capture solution saves time
in entering the data for indexing
The invoices could be tracked for their status and there is transparency in the system
There is a real time transfer of the invoices to the HO for approval
Approving the invoices became more standardized with a reduced TAT
• Better cash flow management as the status of the invoices is easily available online
Your window to Visibility in a Single Unified Interface
Invoice Image View
Invoice Details Section
Split Window Interface
Customized search for vendor details
Document based search
Customized search
Folder based search
Tracking and Monitoring of Vendor details
Country wise
vendor reports
Generation of reports based on criteria
LOB based or category
based reports can be
generated
RSPL – Case Study
RSPL Group is 3800 crore diversified conglomerate, which is committed to value for money propositions & credited with several innovations over last 3 decades. The sagacity to weave its business around consumer needs has conferred RSPL Group with a distinct value and identity. Efficient capital structure, cutting edge technology, operational discipline and a widespread distribution network, have together attributed to enhance RSPL Group and enabled the organization to deliver value to consumers. Keeping in line with its expansion programme, the company has established detergent manufacturing units in various locations across India to enable the company to fulfil the demand of its products across the country more effectively.
RSPL – Case Study
The problems faced by the customer: •The company was facing problems in manually tracking and filing of the invoices. •TAT related to the processing of invoice was high which sometimes led to non availment of the vendor discounts•There was no visibility in terms of the invoices which were in process for approval and hence cash flow computation was not up to the mark•Manual processing of the invoices was error prone and tracking a file for audit / recheck took hours to locate and rectify •The system was not accountable as there was no tracking and monitoring capability
RSPL – Case Study
The Solution:•Newgen ECM solution with Built in Linear workflow helped to automate the capture and processing of the invoices.•The Invoices from all the scattered locations were received are scanned using Newgen’s Enterprise level bulk scanning, indexing and search software called OmniScan. •The Invoices along with the supporting documents are exported to a linear workflow within OmniDocs where they are approved or rejected by the users based on the roles and the rights. •During the capture process there is an integration with the ERP wherein the indexing data for the captured documents is extracted from the database of the ERP based on a unique code.
RSPL – Case Study
The following were the benefits of the solution:-
•Integration of the capture solution saved time in entering the data for indexing •There was a real time transfer of the invoices to the HO for approval •The process of Approving the invoices became more standardized and streamlined with a reduced TAT•The invoices could be tracked for their status and there was transparency in the system •Better cash flow management as the status of the invoices is easily available online
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