automatically e-mail, fax, print and archive documents from baan and erp ln such as purchase orders,...
TRANSCRIPT
Automatically E-mail, Fax, Print and Archive documents from Baan and ERP Ln such as purchase orders, sales invoices, reminders, acknowledgments and much more!
Baan Mail-Merge 6.5
The Problem: Delivery of Documents
Everyday your company creates several documents such as purchase orders, invoices and reminders.
These documents need to be sent to suppliers, customers, subcontractors or internal employees.
You may wish to attach other documents like AutoCAD drawings, pictures or work instructions together with these Baan documents.
The challenge is to do this in a process that is reliable, speedy and cost effective.
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.
The Solution: Baan Mail-Merge
1) Cut postage costs
2) Cut stationary costs
3) Cut phone costs (telephone tags or waiting for a fax)
4) Improve cash flow
5) Reduce lead time
6) Improve company image
Baan Mail-Merge - Benefits
Benefits (Amphenol Jaybeam)
Amphenol Jaybeam from the UK used to print all invoices and order confirmations and then send them by regular mail.
Purchase orders were printed and faxed, which often resulted in a labor intensive procedure or suppliers not receiving the right order or not receiving anything at all.
In addition, missing orders were a large concern plus wasting time in sales and Administration with sorting, folding and posting.
When they implemented Baan Mail-Merge in 2008, sending is now automated and much easier.
There is also a money saving factor in less letterhead paper, envelops and regular paper being purchased – and less faxing and posting charges.
Baan Mail-Merge performs the following:
Parse to individual documents
Recognize supplier/customer for each document
Match it with supplier/customer e-mail/Fax
Deliver each document according to preference (E-mail, Fax, Print or Archive)
Baan Mail-Merge
The Solution: Baan Mail-Merge on Purchase orders
1) Parse Baan Mail-Merge automatically parses the run and recognizes Purchase Orders
The Solution: Baan Mail-Merge
200120
120130
123456
226
221
225
223
338
339
334
332
123
222
223
210 345672
342567
200203
230345
120130
675234
223109
234569
123459
1) Parse
2) RecognizeBaan Mail-Merge automatically recognizes the supplier for each Purchase Order
POSupplier
The Solution: Baan Mail-Merge
1) Parse
2) Recognize
3) Match
Baan Mail-Merge automatically matches each supplier with their address
The Solution: Baan Mail-Merge
1) Parse
2) Recognize
3) Match
4) Deliver
Baan Mail-Merge automatically delivers each purchase order to the associated supplier
Documents are E-mailed as PDF files
Sending: E-mail
You can design your reports by adding your company’s logo, background
Documents Need to be Professional
You can also sign your documents electronically
You can write a personalized message to go along with the email being sent - you can use free text, variables and labels. The message can be in the language of the document
E-mail Messages can to be Personalized
- In addition to E-mail, you can fax, print and archive documents in the same run (one of them or a combination)
Not Everybody Wants to use E-mail
- Documents can be printed on Windows or UNIX printers
- Documents can be archived on an NT network drive or on the Baan server
- Faxing uses supplier fax data and an option for 100 additional address books
JVK in Canada uses the NAZDAQ solution to e-mail and fax acknowledgments to customers, including sending a copy to the sales representative.
Faxing
When JVK was looking for a fax solution to integrate with Baan Mail-Merge in 2003, few options were available.
They decided to choose Internet faxing as they found it to be an economical solution to in-house fax servers.
It has proved to be definitely faster when dealing with the great volume of documents they have.
Talum in Slovenia prints 250 invoices and 250 Performa invoices every day.
Printing
They wanted to print each one at different printers in different departments: Finance, Marketing, the mother company, the warehouse and the shipping departments.
All this was accomplished using Baan Mail-Merge.
A Company in Germany found a creative way to use Baan Mail-Merge.
Archiving
They began to use it in 2003, but wanted to archive all old purchase orders from 1999.
They initiated a job and printed all the old orders and created thousands of PDF files.
• With the “One by One” mode you can review each purchase order before sending it, verifying e-mail addresses and fax numbers, writing a special note to go along with the document sent, possibly add/delete attachments, setting the e-mail priority and ask for an email receipt.
Run Mode: One-By-One
As an example, “Print Purchase Orders” to the Baan Mail-Merge device. (The purchase order run has 700 purchase orders)
In few moments…
400 purchase orders will be emailed
100 purchase orders will be emailed and faxed
180 purchase orders will be faxed
700 purchase orders will be archived on disk
20 purchase orders will be printed (to be manually picked and sent by mail)
All this will be done automatically!
Run Mode: Automatic
The purchase order it self
The same file can always be sent together with the Baan document (as an example, the terms and conditions with the PO). You can also attach files depending on certain values in the document (as an example, an AutoCAD drawing for every item in the PO).
Attachments
Mtorres from Spain uses cgm files (Graphics Metafiles) to view items.
Attachments
They had a requirement to e-mail a production multi-level Bill of Material and attach a cgm file for every item.
This was also accomplished using Baan Mail-Merge auto-attach mechanism.
Purchase Approval Process
For companies where Purchase Orders above a certain monetary threshold need to be signed by two people, the Purchase Approval Extension comes into place
Purchase Orders below the threshold amount are automatically signed by the buyer and sent out, while all other Purchase Orders are routed to the responsible manager for approval within Baan
The manager assigned to sign the Purchase Order will be notified with an email and will be directed to an approval session. If the Purchase Order is approved or denied, an email will be sent to notify the buyer about the fate of each Order.
Purchase Approval Process
Approved Purchase Orders are ready to be released. This can be performed automatically by a batch job that will release all approved orders – or the buyer can check all approved orders and manually release them, while adding some additional remarks or attachments.
Purchase Approval Process
W&H Dentalwerk Buermoos in Austria looked for a tool to be able to send PDF business documents by e-mail.
Baan Mail-Merge: Upgrade to LN
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 in 2007, they upgraded Baan Mail-Merge.
Josef Nobis from 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".
To get a free demo version contact us at:
NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln Customers. Other products from NAZDAQ are B2Win, B2Email, Baan Hot Link, B-Notified, Baan Color Changer and Baan Query Tool