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How to become paperless and achieve a fast ROI
equisys.com/products/zetadocs
Agenda
• Introduction• The problem with paper• How document management solutions can help• Solution overview • Summary and next steps
equisys.com/products/zetadocs
Introduction Offices in London, UK and Alpharetta, GA
Founded 1987, over 60,000 customers worldwide
History of product leadershipZetafax, Zetadocs for NAV, Zetadocs Expenses
Special focus on Microsoft DynamicsOver 5000 companies use ZetadocsPartnership with Microsoft (Zetadocs Express)
equisys.com/products/zetadocs
Question of the day
equisys.com/products/zetadocs
equisys.com/products/zetadocs
Paper – what is it costing your business?
1.5 hours per week wasted by workers looking for documents and information misplaced or lost**
*Source: ORS Group** Source: EDM*** Source: Workfront
20% of workers recreate documents they can’t find***
68% of paper used in an office is wasted*
That equates to hundreds of millions’ worth of time wasted a week
equisys.com/products/zetadocs
equisys.com/products/zetadocs
The Paper Challenges: Purchase Order Cycle
equisys.com/products/zetadocs
Typical document flow
RFQ
Quote
Purchase Order
Order Confirmation
Vendors Your Company
Customers
Back Order
Shipping info
Invoices
Remittance Payment
Purchase Side
Operations Sales Side
Quote
Purchase Order
Order Confirmation
Shipping info
Invoices
Remittance Payment
Signed Confirmation
equisys.com/products/zetadocs
Paper-based document flow for purchase order
equisys.com/products/zetadocs
Department A
Microsoft Dynamics
AccountingDepartment B
Request for
Quote Received
Purchase Order
Sent to Vendor
Order Confirmation
Received
Shipment &
Packing Slip
Received
Invoice Received
Billing InquiriesPaymentApprovedPayment Sent
Quote Received
and Approved
Paper-based document flow for purchase order
equisys.com/products/zetadocs
equisys.com/products/zetadocs
How document management changes everything
• Easy access • Quick search and retrieval • Better collaboration • Increased security • Less physical space required • Disaster recovery
equisys.com/products/zetadocs
Document management enabled purchase order cycle flow
Shipment & Packing Slip
Received
Invoice Received
Billing Inquiries
Document Archive
Request for Quote Delivered
Purchase Order
Delivered
Payment Approved
Payment Entered
Order Confirmation
ReceivedQuote
Received and
Approved
equisys.com/products/zetadocs
Document Management Enabled Purchase Order Cycle Flow
Shipment & Packing Slip
Received
Invoice Received
Billing Inquiries
Document Archive
Request for Quote Delivered
Purchase Order
Delivered
Payment Approved
Payment Entered
Order Confirmation
ReceivedQuote
Received and
Approved
equisys.com/products/zetadocs
Typical Scenarios
SalesElectronic InvoicingProof of Delivery TrackingCollections ManagementCustomer ServiceCompliance
PurchasingIssuing Purchase OrdersSupplier Invoice ProcessingSupplier Invoice ApprovalRemittance Advice NotificationExpense Management
equisys.com/products/zetadocs
What to look for in a document management solution
• File structure• Searching • Ease of use• Anywhere access• Integration with NAV• Scanning • Security
equisys.com/products/zetadocs
Demo
equisys.com/products/zetadocs
Mistakes to avoid
• Not clearly defining goals• Confusing document storage with document management • Focusing on one department or process• Not taking into consideration the user experience and how
users will be accessing the system• Review your requirements for the present and the future.• Overlooking the total cost of ownership
equisys.com/products/zetadocs
Document management examples
Fund and donation
Management
Contracts of employment
Goods received
note capture
Jobsheets
Maintenance contracts
Leasing agreements
Credit extension agreements
Order amendments
Statements and reminders
Return merchandise
authorisations
Paymentapprovals
Electronic Invoicing
Expense claims
Goods received notes
Remittance advices
Order confirmations
Credit application
forms
Pickinglists
Proof of Delivery tracking
Compliance Documents
equisys.com/products/zetadocs
equisys.com/products/zetadocs
Tips for a successful implementation
• Identify the type of document management system you are looking for
• Which departments can benefit • Determine who will need access to the system and how they
will be retrieving information• How many paper documents will you be scanning on a
monthly basis• Start with one department• Test, test and test again
equisys.com/products/zetadocs
Zetadocs for NAV Compatibility:• Microsoft Dynamics NAV 2009 RTC• Microsoft Dynamics NAV 2013 • Microsoft Dynamics NAV 2015• Microsoft Dynamics NAV 2016• Microsoft Dynamics NAV 2017• NAV Tablet client• NAV Web client• NAV Windows client (ClickOnce)Archive:•••
equisys.com/products/zetadocs
What to do next
Get Zetadocs Express!
•Download Zetadocs Express - www.zetadocs.com/express•Work with your ArcherPoint rep to install Zetadocs Express •Determine which, if any, upgrades are needed
equisys.com/products/zetadocs
Calculate your ROI
Zetadocs Delivery ROI calculator
bit.ly/zetadocsroi
equisys.com/products/zetadocs
A better way…
Handling paper is time consuming and costly
Can your business profit from document management?Visit zetadocs.comWatch the short videos and other webinarsSpeak to your ArcherPoint rep or contact us
equisys.com/products/zetadocs
zetadocs.com
@equisysplc
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