DocStar Enterprise Content Management (ECM) and AP Integration Robert Sinfield 2017 Epicor Software Corporation
Introduction Why Acquire DocStar Strategic fit for total process automation - ERP processes and paper/document based processes around ERP Enhancing the ability to automate AP processing and extend to other manufacturing processes to further automate Offer a comprehensive solution for multi-departmental (HR, Legal,..) Enterprise Content Management (ECM) A modern architecture and easy-to-use all browser based ECM solution Alignment with Epicor s Cloud First strategy (full feature parity) 2
Why is ECM Important? Time and effort wasted in locating documents amounts to a lot more than one would think.. Redundant effort necessitated because it s believed that it is often easier to recreate something than it would be to try to find it. Time and effort involved in figuring out who has the latest version of a document, and recovering when various revisions overwrite each other. Unnecessary usage of network storage devices and network bandwidth Documents are dispersed everywhere across the enterprise, rather than centralized. 3
The Risks Of NOT Managing Your Documents Security Risk and Exposure Critical documents are stored wherever Documents stored centrally on Windows network drives are difficult to manage - version controls, backup and restore Audit trails - No record exists of precisely who has viewed and/or edited a document. It s therefore impossible to audit a business process to uncover mistakes or inefficiencies. 4
Introducing DocStar 5
What does DocStar do? DocStar helps global enterprises automate document driven business processes resulting in a reduction in operational costs, increased productivity and a rapid ROI 6
What is DocStar ECM? DocStar ECM is a powerful, easy-to-use, comprehensive enterprise content management & process automation solution Designed to help manage and process documents and associated content in a secure environment Dispose Collaborate Capture Document Life Cycle Store and Retrieve Classify 7
Epicor DocStar? Leading Enterprise Content Management and Process Automation software company founded in 1996 Acquired by Epicor January 2017 2,000 customers; Users in all industries Flexible deployment model Software License purchase (on-premises), Cloud or Application Hosting 8
DocStar Application Suite DocStar ECM Workflow Intelligent Data Capture Forms Archiving and Retrieval AP Automation Sales Order Entry HR/Employee Records 9
Operational Areas That Benefit Human Resources Employee Records: I-9 Compliance; (FMLA) Family Medical Leave Act ; (ADA) Americans with Disabilities; Compliance, Auditing Accounting (AP/AR) Approvals: Purchase Requisitions/Orders; Vendor Invoices; Shipping/Receiving documents; Payment Information; Supporting Documentation, Posting, Reconciliation Sales/Service Contracts and Sales Agreements; Supporting customer documentation, Customer order change detail, Warranty Repair, RMA, return analysis content Supply Chain Certificates of Compliance, Material Safety Data Sheets, Metallurgy Data Operations Legal Documents: Corporate Leases; Reports; Minutes; Public Relations; Space savings, Audits, Subpoenaed Records Manufacturing/Quality Epicor ERP Generated documents, Change Order detail, Quotes, Quotes with Engineering modifications, Specs, Lab/QC & Certification documents, ISO 9000 10
DocStar - Smart AP Automation Scan Import OCR Intelligent Data Capture 2/3-way Match in ERP Platform AP Processor Review (Verification and Corrections) NO Identify Exception and Route ECM Missing PO Amount Mismatch Invoice Uploaded to ERP Platform Not Received YES Resolved Resolved Resolved AP Processor Releases Invoice NO Approved YES Is Amount Over Approval Threshold? CFO Approval Expense and Invoice process automation Rules-based workflow for routing and matching Integration with ERP 10.1.600 Intelligent Data Capture from scanned invoices 11
DocStar HR Automation Manage dozens of pieces of paper for every employee Quickly process new applicants and route documents through to the appropriate managers with electronic forms Easily onboard new employees Securely store and manage employee files 12
DocStar - Epicor ERP 10.1.600 13
Epicor ERP 10.1.600 and DocStar Document Attachment Management all within from ERP 10.1.600 UI Right content/documents in the right context within ERP UI at the finger tips of the ERP users ERP users can upload and attach documents into DocStar repository and retrieve the document to view all from ERP UI in context Version Control Save a copy from APR (Advance Print Routing) output (such as Invoices, Sales orders, PO, etc.) into DocStar document management repository at the point of being sent to the customers Attach supplemental documents pulled out of DocStar repository while sending Sales Order/Invoice, etc. to customers 14
What is involved? ERP 10 Document Attachment into DocStar ERP 10 Version Control in DocStar APR(Advanced Print Routing) New Report and Routing Actions available in 10.1.600 Enhanced APR ADD Attachment(Saving a copy of the outgoing APR report into DocStar) Enhanced APR TAKE Attachment(Attaching supplemental documents to outgoing APR report) ADD and TAKE Report Execution & Verification How it is all done 15
ERP 10 Document Attachment into DocStar Documents can be attached directly from Epicor ERP screens Attachment Management UI enables attaching a Document from any place Attached Documents will include a Title, Comments and a Status. Attached Documents can be linked to any Document Type 16
ERP 10 Document Attachment into DocStar View in DocStar * option Open a connection to DocStar and view the attached Document directly in DocStar Delete the attached Document directly from Epicor ERP screen and the Document will be deleted from DocStar *requires a full DocStar end user license 17
ERP 10 Document Attachment into DocStar Documents Attached from Epicor ERP will be saved in DocStar. Attached Documents can be searched in DocStar using Document Title or Comments added Attached Documents can be viewed directly in DocStar by double clicking 18
Advanced Print Routing (APR) APR (Advanced Print Routing) feature is available on Epicor ERP since 10.1.400 Using this report style you can control how the report data is sorted, use break conditions and route the output to various methods like Print, Print Preview and Email The report output is first generated as an electronic file and then attached to an Email The output then can be sent via an Email to the desired recipient with the report as an attachment 19
New Report Action TAKE or ADD Attachment TAKE Attachment - Attaching supplemental documents to outgoing APR report ADD Attachment - Saving a copy of the outgoing APR report into DocStar As part of Enhanced APR feature using ADD attachment Routing Action store/archive a copy of the attachment in DocStar that is emailed using the APR(Advanced Print Routing feature) Use the Add attachment routing action to add the processed report as a DocStar attachment to a record in EPICOR ERP. 20
Enhanced APR TAKE Attachment Report Style Use the TAKE Attachment Report action and design a new report style. Break and Sort the report on any condition you choose Define and Take the attachments from any Table No limit to the number of attachments you can Take Direct the report to a specific multiple email addresses 21
Epicor ERP AP Automation Solution with DocStar
What is Epicor ERP AP Automation? What is AP Automation? Features of Epicor ERP - DocStar AP Automation Benefits of Epicor ERP - DocStar AP Automation Epicor ERP - DocStar AP Automation Diagram Epicor ERP - DocStar AP Automation screen shots DocStar Workflow Designer screen 23
Benefits of Epicor ERP DocStar AP Automation Increase productivity, accuracy, and timeliness Reduce or eliminate late payments Capture prompt payment discounts Improve vendor relations Reduce time spent handling invoices Enhance visibility and control Improved operational efficiency and cost-savings Enterprise Content Management (ECM) platform for growth 24
Epicor ERP DocStar Automation Diagram 25
Epicor ERP DocStar AP Automation screen shots Automatic 3-way matching 2 invoices pass validation 2 invoices need approval 1 invoice has a line item mismatch 26
Epicor ERP DocStar AP Automation screen shots AP Invoices are created by DocStar into Epicor ERP automatically Access AP invoices in AP Group to complete payment processing 27
Epicor ERP DocStar AP Automation screen shots AP Invoices created in Epicor ERP by DocStar Users access the Epicor ERP AP Group to complete the payment process 28
Epicor ERP DocStar AP Automation screen shots AP Reports provide performance metrics for better business insight Average time to process invoices by Vendor, provides vision into Vendor Management 29
Epicor ERP DocStar AP Automation screen shots AP Reports provide performance metrics for better business insight Open Invoices by Date Range Provides Vision into Outstanding Payables 30
Epicor ERP DocStar AP Automation screen shots AP Reports provide performance metrics for better business insight Open Invoices Accrual Report, Provides Vision into monthly outstand 31
DocStar Workflow Designer screen The DocSTAR Graphical Workflow Designer empowers users to take control Users can expand the power of DocStar ECM to all parts of the organization 32
Integration: DocStar Enterprise Content Management (ECM) 33
Let s take a closer look
Product Demonstration Press Here 35
Deliverying Value Increase productivity Streamline invoice approval, coding, and matching Provide invoice inquiry selfservice capability Reduce Field Sales time spent processing and managing invoices Reduce redundant coding and data entry Reduce or eliminate late payments Improve vendor setup and management Enhance visibility and control of the entire process 36
Q&A 37 Robert (Rob) J Sinfield Director, Global Portfolio Marketing Epicor Software Email: rsinfield@epicor.com Mobile: +44 (0) 77 99 348 502 Website: www.epicor.com
Thank YOU!