Paperless Process Management for JDA MMS

Paperless Process Management for JDA MMS

Overview. The JDA Merchandise Management System (MMS) is the first choice for retailers demanding a reliable, streamlined implementation at the lowest cost of ownership. MMS supports the core inventory control, cost and price management, purchase order management, automated replenishment and allocation of products. When implemented in conjunction with IntelliChief document management, imaging, and workflow solution, it becomes a powerful system to enhance A/P, customer service, purchasing, receiving, billing, and other paper-intensive processes. P A P E R L E S S P R O C E S S M A N A G E M E N T ( P P M ) Paperless Process Management, or PPM, is the next evolutionary step of document management and imaging solutions. PPM doesn t focus only on the documents your business handles, it takes into consideration your business processes as a whole and integrates technology that enables your company to truly go paperless. IntelliChief PPM solutions are modular in nature, allowing you to implement one at a time, according to your budget and schedule. When combining IntelliChief with FastFax and Formtastic, JDA MMS users end up with a complete Paperless Process Management (PPM) system that empowers them to eliminate paper, filing cabinets, and automate document distribution. With PPM, companies can streamline their operations by capturing, processing, archiving, retrieving, and electronically distributing mission-critical documents such as purchase orders, invoices, statements, acknowledgements, packing slips, proofs of delivery, and other documents. By eliminating the paper and enabling users to access all documents directly from their MMS screen, gains in productivity and cost reductions are immediately felt. AT A G L A N C E IntelliChief Document imaging, workflow, storage FastFax Enterprise Faxing and Email (inbound & outbound) Formtastic Electronic Forms, Laser MICR Checks, and Barcode Labels PPM The act of integrating the products listed above with JDA MMS enabling capture, creation, workflow, archival, retrieval, and distribution of mission-critical documents directly from users MMS screens. Eliminates paper, filing cabinets, and improves productivity, customer satisfaction, and has direct impact on the bottom line. v1001

P A P E R L E S S P R O C E S S I N G F O R J D A M M S Processes such as accounts payable, customer service, purchasing, receiving, invoicing, and others are streamlined and improved simply by eliminating manual tasks involved with paper handling, document sorting, distributing paper documents, and chasing people for approvals. That is done by creating and capturing key business documents electronically, to make them available directly from a users desktop computer and their MMS application screens. Capturing documents electronically When vendor invoices, statements, acknowledgements, or other documents are faxed to your company, IntelliChief captures them eliminating the need to have manual fax machines and procedures for administrative staff to collect, sort, and distribute the incoming faxes. Since the faxed documents are electronically captured, they are made available for immediate on-screen review and can be forwarded to the appropriate person or department with no user intervention. Scanning client allows for easy on-demand or batch scanning Creating documents electronically As a JDA MMS user, you routinely need to print documents using multi-part pre-printed forms, are restricted to the data contained in spooled files, and has little if any flexibility in determining what your reports and documents will look like. Add logos, colors, barcodes, signatures, and use advanced database queries functions to include data not originally contained in your spooled files directly to the electronic document. Inbound faxes are captured, automatically routed and archived. Not only incoming faxes can be captured electronically. A signature on a Bill of Lading, or at the point of sale is also captured electronically using signature pads and other devices. Once the signature is captured, it is archived with the respective document in IntelliChief. In the case of paper documents being received, quicker action can be taken by scanning and electronically forwarding them to the appropriate person. Signed receiving documents are scanned and automatically routed to Accounting, triggering the payables process. Formtastic s dual screen GUI designer lets users create forms and map spool data with simple yet powerful drag-and-drop capability. The Formtastic and FastFax trademarks are the property of Quadrant Software, LLC» At any time of the day, we all have visibility into one another s inboxes, so if there s a rash of orders at either office, we can pass them off to another to assist in processing them. Before, we had to do that with phone calls and faxes. IntelliChief has really expanded our business beyond the boundaries of our office walls. Bob Varney, Director of Customer Care at Sperian Protection

Managing electronic documents using workflow As documents are created and captured, IntelliChief s workflow engine uses business rules, the same rules you have to run your business today, to determine the next action to be taken with the document. It can be routed for approval, an alert can be sent to a manager, or the document can be automatically faxed or emailed to a vendor or customer. All is done without user intervention, speeding up processes and eliminating non-productive time. Workflow actions can be customized according to your specific business rules, speeding up approvals and moving documents faster through the process. Electronic Inboxes help users find and process documents. Inboxes can be configured according to the business process. Multiple decision levels and complex business rules can be configured to enable faster processing and increased productivity. Since everything can now be handled electronically, IntelliChief takes care of the sending and receiving of documents throughout the whole process. Users don t worry about the status of approvals, supervisors have complete visibility to where documents are in the process, and managers relax knowing the system will notify them if any discrepancies to the process are found. Archiving and digitally storing critical MMS documents Documents captured or created by IntelliChief are electronically stored into the document imaging database. IntelliChief s JDA MMS Integration ensures that purchase orders, invoices, receiving documents, checks, and other MMS generated documents are stored electronically for later retrieval. Through a seamless integration with MMS, IntelliChief creates indexes (key data about a document used for retrieval) directly from the information displayed on the screen. For example, when creating a purchase order, IntelliChief captures the purchase order number, the vendor number, the dollar amount, the date, and any other pertinent information and stores that with the recently created purchase order. In addition to this, it re-indexes the purchase request or any other relevant document associated with that particular transaction so that all those electronic documents remain linked in the database for later retrieval. All this happens without intervention from the user.

Integration with JDA MMS allows for automatic re-indexing of documents directly from the ERP screen. Distributing documents from JDA MMS As documents are created, captured, approved, and move through your business processes, they may have to be distributed via fax, email, or printed to customers, suppliers, and other departments. With specific integration into JDA MMS master files and screens, and by monitoring output queues for specific spool files, IntelliChief can automate the distribution of such documents electronically. Users can also fax or email purchase orders, statement, invoices, and more on-demand directly from their MMS screens. Searching for and retrieving documents from JDA MMS One of the most powerful benefits that come from a full paperless process management solution for MMS users is the ability to search for and retrieve documents directly from their screen. No more going to the archive room or looking through endless filing cabinets to find customer files. Users can now get the information they need directly from their application screens. Users know how to search for a PO by using the Purchase Order Inquiry screen, and they will continue to do that as usual. But now when that PO comes up on the ERP screen, it will also be brought up by IntelliChief to the user s screen showing not only the original PO that was created and faxed to a vendor but also all related documentation (original PO request, vendor acknowledgement, vendor invoice, etc.) is a mouse-click away. When Accounts Payable needs to look up a transaction, when an auditor wants to review certain payments, or when a manager needs to see supporting documentation before approving payment, they can use JDA MMS inquiry screens to bring up one document and let IntelliChief find related doucments. As the invoice, purchase order, check, or any other document is retrieved in IntelliChief, the user can easily bring all related documents by clicking and selecting to see related documents. These documents are then retrieved from their imaging database and displayed on screen.

CUSTOMER TESTIMONIALS We just knew that it made good business sense. If you can automate, streamline, save money, be more productive, and efficient, then it s a no-brainer. That s how we approached it when we presented IntelliChief at the executive level. They just said, Hey, it makes sense to us. - Gary Baker, Director of IT at Metal Technology Solutions Documents are easily retrieved from the image archive. A mouse-click brings up related documents, such as the originating purchase request, the purchase order, the order acknowledgement, and the invoice, as shown in the screenshot above. People at our headquarters are happy because they see how much better connected they are to our store locations. IntelliChief is really helping us not only streamline the process, but also enhance both our internal and external communications. Additionally, the IntelliChief team has been great at helping us design the best possible and most efficient business process for our particular needs. - Donald J. Abramson, IT Director at Shemin Nurseries We have years of business documents and regulatory filings stored everywhere. Our hallways are overflowing with file cabinets filled with paper. We can t afford not to be in control of how our paperwork is processed. Our regulatory environment demands it. Marc St. George, Director of MIS, Smith & Wesson CONTACT US TODAY Once documents are retrieved, the user can then print, fax, or email. No need to put customers on hold while you search filing cabinets, and no d at fax machines waiting to fax a document. It s easy, it s fast, it s everything electronic. To schedule a personalized demonstration of how Paperless Process Management can help your organization and to know more about our integration options, please call 508-594-2800, email sales@intellichief.com or visit www.intellichief.com. I N T E G R AT I O N W I T H J D A M M S JDA MMS screens have been integrated into IntelliChief, providing you easy access to stored electronic documents. From screens such as Purchase Order Release, Purchase Order Inquiry, PO Receiving, Invoice Entry, Unmatched Accounts Payable Display, and History Payables you are able to index documents and retrieve documents electronically. This integration ensures users never leave the JDA MMS screens or their desks, increasing productivity and reducing errors. The Formtastic and FastFax trademarks are the property of Quadrant Software, LLC

508-594-2800 sales@intellichief.com www.intellichief.com World Headquarters 13095 Telecom Parwkay North, Tampa, FL 33637 phone: 508-594-2800; fax: 508-339-8343 email: info@intellichief.com General Sales Inquiries sales@intellichief.com www.intellichief.com phone: 508-594-2800