CURRENT STATE

Whilst organisations have automated much of the sales order process, with their customers ordering via their online systems, there are always customers who simply will not use these systems, and send their orders via a Purchase Order or other Sales Order document. These can be received by fax, hardcopy via the postal service or, most often, as email attachments. Unfortunately, just about every customer uses a different format for their orders. 

Your staff will collect the orders and manually enter the data into your order entry system. The documents are often complex and your customers may well use their own coding rather than your product codes - requiring your staff to interpret the orders. The whole manual process is slow, error prone, and costly.

FUTURE STATE

FSS will configure the Ephesoft Advanced Capture platform to automate the order entry process. 

FSS will configure the Ephesoft Smart Capture software to automatically classify and sort all inbound documents, whether they are scanned physical documents, faxes, or attachments to emails. Emails and faxes can be processed without manual intervention, and physical documents can be scanned without the need for an operator to add separator sheets.

 

Once documents are automatically separated and classified by the software, indexing data can be automatically associated with the digital images so that they can be easily retrieved in the future. The document distribution process is also automated, with the digitised documents and associated index data immediately forwarded to the appropriate business process, IT system and/or document repository.

 

Whilst straight through processing rates are normally very high, documents that cannot be processed automatically are presented to an operator in a manner that makes their manual review extremely efficient, minimising delays and processing costs for any exceptions.

 

Many customers go further than automating document capture, classification and distribution within their Mailroom Automation solution. The Ephesoft Smart Capture solution can be configured to extract any information contained in a document and pass that data directly into existing IT systems for processing – often eliminating the need for back office staff to review and enter the data manually.

BUSINESS BENEFITS

The benefits of Mailroom Automation can be enormous, which is why this is such a popular use case for digital transformation and operational efficiency initiatives. Mailroom Automation provides cost savings and a compelling ROI, whilst enhancing any document-centric business process. Common benefits include:

 

Reduction of mailroom costs

The most visible and practical benefit of implementing a digital mailroom is the substantial reduction in cost. Manual routing costs, lost documents, and delays in processing within a mailroom are practically eliminated. Human error is virtually removed from the equation, all whilst reducing staff costs.

 

Faster r​esponse time

The right business decisions depend on thorough and timely information. When important mail is waiting to be processed, it slows down the entire company. From new orders, approvals, contracts and other important documents, decision-makers can’t afford to wait for information. With our Mailroom Automation solution, they don’t have to.

 

Improved Productivity in Less Time

Automatic document capture rapidly and accurately routes mail in minutes. Antiquated mailroom processes can take days or weeks, with manual handling and document handoffs often leading to errors. With our Mailroom Automation solution, important documents are processed faster and more efficiently.

 

Centralised Documents

The Ephesoft platform manages your entire document workflow, ensuring document types are classified, validated and stored in the correct repository. The system can be tailored to fit your organisational needs. If there is sensitive material, only those with approved access may view the documents. Missing or misplaced documents are a thing of the past. Powerful and accurate scanning technology quickly captures the document type data, safely storing it the first time.

We implement Sales Order Processing solutions using Ephesoft’s Intelligent Capture software. This enables organisations to automatically classify, separate, sort and extract data from paper, fax and electronic documents related to the order process. Instead of data from sales orders and POs being re-entered into your order entry system, this process is automated. Faster order entry, with fewer errors and at lower cost, benefits you and your customers.

SALES ORDER PROCESSING

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