DMS in accounting and administration
Most businesses are familiar with this: invoices and delivery notes pile up on desks in the administration office, waiting to be scanned, checked and filed. This often manual process takes up a great deal of valuable time that could be put to better use elsewhere.
Many managers face this issue. Not only the wasted working time but also the risk of errors associated with manual processes is a key concern.
The benefits of digitalization are obvious. Scanning documents – possibly in batches and from various sources -, automatically importing and assigning the documents to customers and suppliers, so that these documents can be accessed at all relevant points? Reprinting? Saving on materials and time? Not only does that sound fantastic, it is also easy to implement.
An ERP system such as winweb-food includes such a solution as standard. Document management covers accounting-related areas including purchasing and sales. Documents from various sources can be captured here, while documents generated within the software can be managed. Scans created in different ways and invoices received by email can both be processed in batches.
Documents are imported automatically, including their assignment to various predefined document types. Optical character recognition enables the content to be reviewed and posted. Documents can be reprinted from all relevant areas of the software.
It is even possible to define approval processes and have approvals granted in stages by selected individuals. For example, invoices up to an amount x can be paid by the accounting department, while higher amounts may require approval from the head of department or even senior management.
And it is secure too: the data can only be viewed by authorized groups of users and is stored in the DMS on your own server.
Administration and accounting can be this simple and fast. But that’s not all: the DMS can also be used in many ways for quality assurance. More on that soon.
Winweb Content Team
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