Purchase Order Approval 7.2
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Purchase Order Approval 7.2 An additional module for Baan Mail-Merge, which enables you to electronically sign your printed purchase orders and automatically E-mail, Fax, Print and archive them once approved!
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Purchase Order Approval 7.2. An additional module for Baan Mail-Merge, which enables you to e lectronically sign your printed p urchase o rders a nd automatically E-mail, Fax, Print and archive them once approved!. 1. NAZDAQ Company. Agenda. 2. The Problem. - PowerPoint PPT Presentation
Transcript of Purchase Order Approval 7.2
Purchase Order Approval 7.2
An additional module for Baan Mail-Merge, which enables you to electronically sign your printed purchase orders and automatically E-mail, Fax, Print and archive them once approved!
Agenda1. NAZDAQ Company
2. The Problem
3. Baan Mail-Merge - Overview
4. Purchase Order Approval
5. Success Stories
About NAZDAQ – Since 1999
NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln. The NAZDAQ tools provide a great return on investment and enable E-mailing, faxing, archiving, printing documents like Purchase Orders and Invoices, and allow an easy way to convert reports to Excel, Word, PDF HTML and XML. Other solutions cover areas of document management, reporting and notification. The NAZDAQ tools are installed at hundreds of servers in more than 60 countries. They are used daily by users to automate transfer of Baan reports into front-office applications, as well as automating business processes.
www.nazdaq-it.com
The ProblemSigning Purchase Orders
Everyday your company creates multiple purchase orders that need to be signed by one or more
managers, before they are sent to the suppliers
The ProblemSigning Purchase Orders
The first challenge is to have each order signed based on your company signing policy - in a reliable and speedy way were you can track it within your ERP system
The second challenge is to use a reliable and effective solution to deliver all orders to their suppliers
The ProblemWorking with documents
The challenge is to effectively work with and distribute
documents as well as reduce organization costs!
The SolutionBaan Mail-Merge
Purchase Orders
Invoices
Order Acknowledgments
Reminders
Baan Mail-Merge allows companies to automatically e-mail, fax, print and archive documents. This powerful engine can handle any output comings from Baan or Infor ERP LN.
Fax
Archive
The SolutionThe Purchase Order Approval Module
With an additional module that works with Baan Mail-Merge, you can send purchase orders for cycle approval by managers before release
The SolutionBaan Mail-Merge Full Overview
For Baan Mail-Merge full overview, on how it works, it’s benefits as well as extensive explanation about the product capabilities, you can view the following presentation: www.nazdaq-it.com/presentations/Baan-Mail-Merge/
Purchase Order Approval Process4 Stages
Print PO
Managers signing
PO Approved
PO Released
Purchase Order Approval Workflow
Print PO
PO Need to be
Signed?PO Sent to
Supplier
Manager Signs?PO Denied
Approved or another Signature?
Approve PO
Release PO
PO Released
NO
NO
YES
YES YESAnother Signature
How Purchase Order Approval Works? 3 Phases
Print Approve Release
How Purchase Order Approval Works ?Print & Approve – (Phase 1-2)
Printing the customized Purchase Order with the company logo & background
Sign
Signing Purchase Orders electronically above a certain defined threshold by one person or more
How Purchase Order Approval Works ?Print & Approve – (Phase 1-2)
Approve
If the Purchase Order is approved or denied, an e-mail will be sent to notify the buyer about the fate of each order
The manager assigned to sign the Purchase Order will be notified with an e-mail and will be directed to an approval session.
How Purchase Order Approval Works ?Release – (Phase 3)
Release
In “One by One” mode approved Purchase Orders can be released and sent to suppliers
Based on the definition by the system, the buyer or the manager has the capability to release individual purchase orders that belong to them, by viewing them and then releasing them.
How Purchase Order Approval Works ?Release – (Phase 3) Purchase Orders can be released in full automatic mode, in a nightly job. The approved orders will silently be sent to the designated suppliers.
How Purchase Order Approval Works?Release – An Example (Phase 3)
E-mailed400
Release Purchase Orders using the automatic mode (The job run has 700 Purchase Orders)
E-mailed & Faxed100
Faxed180
Archived on Disk700
Printed20
+
All this is done Automatically!
Why Purchase Order Approval?Main Features
All attachments and addresses generated by Baan Mail-Merge are frozen waiting for the Purchase Order to be signed and approved
Every manager can have a “backup manager” defined so that orders won’t be stuck waiting for his signature in case of absence
A customized message (language specified) is sent to the next manager in line to sign a certain order
Why Purchase Order Approval?Main Features
A notification mechanism is available to inform purchase personnel about the signing process
An inquiry and a report are available for checking the status of all Purchase Orders in the approval process
Support a hierarchy of one till up to five managers to sign Purchase Order, based on different thresholds
Why Purchase Order Approval?Benefits
Cut stationary costs
Cut phone costs (telephone tags or waiting for fax)
Improve cash flow
Automate & improve business processes
Improve company image (better service)
Speedy in SingaporeSuccess Story
customer
Speedy in Singapore uses the NAZDAQ solution of Baan Mail-Merge with Purchase Order Approval module to automatically e-mail and fax purchase order to suppliers.
Speedy’s process for purchase order approval and distribution was performed manually. The approval process was carried on manually between buyers and managers, then printed and mailed or faxed to suppliers.
They decided to choose the Baan Mail-Merge with purchase order Approval extension to implement a solution, which will automate the cycle approval process and release the orders to their suppliers.The solution has proved to be definitely faster & more effective as it gave the ability to automate the whole process from approval to delivery.
W&H in AustriaSuccess Story
customer
W&H Dentalwerk Buermoos in Austria were using Baan 4 and looked for a tool to be able to send PDF business documents by e-mail.
They implemented Baan Mail-Merge in 2002 and used it to e-mail purchase orders and to dispatch production orders in a nightly job. When W&H decided to roll-out Infor ERP LN 6.1 in 2007, they upgraded Baan Mail-Merge.
Josef Nobis IT manager at W&H summarizes the relationship with NAZDAQ: "The tools are reasonably priced and functioned problem-free once it is installed. Due to the service contract we could use the newest versions at any time and receive perfect support".
Selected Customers
Selected Customers
