Geac Infor

Technical Overview - Geac Infor Retrieve, View and Action your documents from Geac System21
	Consider for a moment the benefits of integrating Geac System21 with an archive application so powerful that you will be able to store, process and manage literally every document generated or received by your company - at less cost, in less time - and all retrievable direct from System21. View collections of documents from your desktop Take a look at your desktop and imagine that instead of just seeing your supplier invoice reference you could click on a field and not only see an exact image of that invoice, but a copy of the corresponding GRN and purchase order. Click the mouse again and you can see the exchange of e-mails and letters that negotiated the discount. Now consider this being replicated across your organisation by every employee for each of your business forms. By how much could this improve your company productivity...50%?...100%?...200%?
Complete with advanced workflow facilities Add to this vision advanced workflow facilities where administrative tasks flow at the speed of the micro-chip rather than post. For example instead of photocopying and circulating supplier invoices for authorisation, Geac process.connect automatically arranges for an e-mail/action to be sent to the budget authority prompting them to view the invoice at the desktop and enabling them to be authorised (or queried) via an electronic 'sign off' - all without leaving the System21 session. Another example is where signed proof of deliveries are checked on-line and "unclean" deliveries identified and resolved before the customer is inconvenienced, or possibly even aware of the situation. The result is more controllable, traceable, faster processes - and significantly lower costs. APS working with their partners Geac, are turning this vision into reality, with the introduction of the AutoFORM Archive, Retrieval and Viewing Module. AutoFORM Archive combines the technologies of COLD and document imaging, providing seamless integration with Geac System21, Cobwebb (or similar)and process.connect workflow, creating a single, enterprise - class application. With the ability to manage any kind of document and to automate many of your previously paper driven processes, System21 and AutoFORM is more than an archive... AutoFORM Archive combines the technologies of COLD, PC document import and document imaging, providing seamless integration with Geac System21, Cobwebb Electronic Forms (or similar)and process.connect workflow; providing a single, enterprise-class application. With the ability to manage any kind of document and to automate many of your previously paper driven processes, System21 and AutoFORM offers much more than an archiving system... “Our Credit Controllers find it the fastest way to resolve customer invoice queries. They would be lost without it!” Rob Bonney IT Manager Roach Foods E-enabling your paper processes for greater control and cost efficiency How it works AutoFORM provides one of the most comprehensive document indexing and search environments available. System21 documents are copied to the archive and indexed automatically, by capturing data such as reference number, address, customer-supplier ID from the form itself. Invoices, POD'S and other incoming paper documents are archived through high speed scanning. AutoFORM supports OCR or bar-code automated indexing. Alternatively, indexing is achieved using System21's document to key matching solution that utilises process.connect's automated data extraction module. This often proves to be a faster and more accurate method than OCR technology. A major advantage with AutoFORM Archive is that PC files, CAD diagrams, e-mails and faxes can be dragged and dropped into the same central archive repository and linked to the other corresponding forms, via the AutoFORM PC interface. This is very useful for departmental ad-hoc matching of dissimilar documents, for example quality records, project files and product record management.
Viewing through the Aurora Workspace
3 retrieval methods with a common thread: rapid viewing There are three ways to access your documents, all with a common thread: speed of access. After all saving on the cost of storage is worth nothing if you cannot retrieve them quickly the moment you need them. 1. System21 enCompass Screens or through the Aurora Workspace A direct link is made from System21 to the archived records, via the enCompass or the Aurora Workspace, using the Java based technologies in these platforms to pass key field(s) to AutoFORM and to retrieve documents in HTML format. All the user has to do is click on a field to view an image of the documents related to that process. 2. Web-browser:Protected Intranet/Extranet Access With AutoFORM API,you have the option to enable customers and trading partners access to relevant documents through your existing corporate web site. 3. AutoFORM Archive Retrieval and Viewing Interface: AutoFORM is supplied with a document search and retrieval interface that enables documents to be retrieved, in a common readable format such as PDF or TIFF across your network from any desktop PC. This is particularly useful for remote workers or areas within your organisation that do not currently use System21. Notes, E-mail and Fax direct from the Archive Customers tell us that one of the most helpful features with AutoFORM is the ability to attach electronic notes alongside the documents and send document copies by e-mail or fax direct from the archive. Another great time saver! Archive Reality Check When using filing cabinets to store documents... Companies spend £12 (16 Euros) in labour to file a document £74 (100 Euros) in labour to find a misfiled document £136 (187 Euros) in labour to reproduce a lost document Professionals spend 5-15%of their time reading information, but up to 50% looking for it Source:Coopers & Lybrand Not forgetting... Physical cost of storing documents The time and cost benefits Reduce mundane tasks such as photocopying, multiple filing, retrieving Provides document cross referencing for faster decision making Helps you to comply with Auditors /VAT Inspectors requirements Retrieval of archived documents within seconds, allows queries to be resolved within one phone call Passing of electronic documents from a central location to remote sites, ensures documents are not lost and speeds up the approval procedure Integrated with Geac ’s solutions enhancing existing/new investments Realising these benefits would save each member of staff at least 2 hours per week. For a team of 25 people this equates to £36,000 p.a of cost savings (based on employment costs of £15.00 ph) Archiving Scan COLD Archiving Web Download pdf - Archive Overview Scanning and Archiving a range of documents using AutoFORM Archive and System21. Download pdf - Purchase Invoice Processing Purchase Invoice approval process using System21 Aurora document. Download pdf - Forestdale Geac System21 process.connect Case Study.