DMS interface for Business Central and DocuWare/JobRouter
Extensive features
If you already use Microsoft Dynamics 365 Business Central in your company, you know the advantages of an ERP system. A document management system, combined with our interface to Business Central, will help you get more out of the system and its features and make your daily work easier.
Through our interface between Business Central and DocuWare/JobRouter, you can access your file cabinet from any desired location in Business Central and process all the information and documents stored there without leaving your familiar working environment.
Your advantages with the DMS interface for Business Central
- Automatic archiving of all documents
- Direct document query and display in the familiar environment
- Defined marking of paid invoices in the archive
- Complete traceability of the process history
- Guaranteed fulfilment of the storage obligations
- Convenient linking of documents and e-mails
What the DMS interface for Business Central can do
Legally compliant storage
The interface can automatically transfer all documents (reports) generated in Business Central to the DMS archive. Thus, the legally required archiving obligation is automatically and reliably fulfilled and incoming documents are stored in the archive in a legally and audit-proof manner. Manual filing is no longer necessary, which saves time and money.
Linking of processes and documents
Processes and documents can be linked in different ways. For documents received in paper form, the interface can generate a barcode that is applied to the document. Using this bar code, the Business Central interface automatically assigns the document to a particular process during subsequent scanning and provides this document with the corresponding keywords.
In addition, e-mails and other electronic documents can be conveniently dragged & drop onto the process in Business Central. (Expected 2021) The file or e-mail is thus stored in the archive and simultaneously linked to the process. When a booking is transferred from the DMS to Business Central, there is also the option of automatic linking. The archived document is automatically assigned to the transaction in Business Central.
Document display and research
Business Central users have direct access to all documents stored in the archive, provided they have the appropriate authorization. The document search function can be integrated into all Business Central screens. The keywords used during archiving provide the search criteria that can be used for a targeted overview of all documents relevant to the transaction. The functions of the interface optimize the existing workflow of the users, are self-explanatory and intuitive to use. The efficiency of the search via the interface ensures time savings and satisfaction.
Data synchronization between DMS and Business Central
With early archiving, invoices are scanned, indexed and archived in the DMS immediately after receipt. In order that the accountant does not have to re-enter the data manually, invoice data can be transferred to Business Central via automatic booking transfer.
Of course, the data exchange works the other way round as well. Data can also be transferred from Business Central to DocuWare/JobRouter. For example, posting documents can be automatically stamped with a "posted stamp" in DocuWare/JobRouter when they are posted. In addition, OPOS can be "monitored" by the system. This makes it possible to automatically stamp the corresponding invoice with "paid" when clearing. This way, your documents always correspond to the current status and the status is transparent for all parties involved.
Get an insight into the solution:
Application scenarios: How our DMS solution for Business Central makes your daily work easier
You can trace every process seamlessly
Especially in sales, it is essential that you can react to customer enquiries confidently, even if the person in charge is not in the office. If a customer calls you and has a request for a quotation that your colleague sent last week, you will probably open Business Central and view the quotation. However, since quotations are recreated in the system each time, you will see the last version, but it does not necessarily match the version that the customer received. This is because the colleague may have made changes after sending it to the customer. Business Central in combination with DocuWare or JobRouter offers the decisive advantage that all correspondence is automatically archived from the system without being changed when it is sent, so you see exactly what the customer received.
In addition, you can also see other documents relevant to the transaction in the DMS, because all correspondence - even paper notes - can be easily stored there.
This is not only practical in sales, because transparency and a complete history is also a potential competitive advantage in other departments such as purchasing, human resources or accounting.
You archive all documents legally compliant
In addition to a lack of transparency, without the use of a DMS there is also the risk of not fulfilling the legal storage obligations. These stipulate that all business-relevant documents must be stored in an unalterable form for the duration of the legally defined period. As already mentioned, documents generated in Business Central, such as offers, are regenerated with each call. As a result, changes cannot be traced, and there is no guarantee that the offer generated corresponds to the one that is actually available to the customer in question. In addition, a quotation can only be called up as long as it has not been converted into an order.
With our solution you are legally on the safe side, because in the document management archive all relevant documents are archived in an audit-proof manner. The interface ensures that you can store your documents with just one click. Everything you send by e-mail from Business Central is even automatically transferred to the digital archive.
You can process incoming invoices faster
Incoming invoices often have a long processing time, especially when approvals are still required. But a DMS can help here too, because with a document management system you scan your invoice and thanks to document recognition software the most important data such as supplier name, invoice number or amounts are read out automatically. This is followed by a workflow for invoice approval. During this process, the processor receives an e-mail that a document to be approved is available. He can display the invoice in the system and releases it with a mouse click. The data collected in the DMS is now transferred to Business Central by booking transfer and the responsible accountant can check all data again in the book sheet and finally book. The corresponding invoice is then automatically provided with a "booked stamp" in the DMS. Thus the current status is transparent for all parties involved and invoices can be processed faster in the future.
Would you like to experience our solution live?
We would be pleased to show you our document management solution and
our integration during a free and non-binding
Webdemo. Contact us and we will arrange an appointment.
