SAP TM Business One Document Solutions

Transcription

1 SAP TM Business One Document Solutions

2 Altec... the SAP TM Business One Welcome to Altec... we are one of the leading providers of business forms and document management solutions to thousands of customers, just like you. Our commitment to customer satisfaction is unparalleled - we guarantee forms compatibility to over 350 financial software accounting packages and offer a full array of customizable business forms for every possible application. Other benefits of selecting Altec as your forms provider include: High quality lithographic printing with strict adherence to your business image guidelines Fastest turnaround times in the industry, with rush services available Regional manufacturing and distribution points throughout North America Competitive pricing and one stop shopping for all your bar code, label and special feature needs Additionally, Altec offers a suite of document management products that eliminate the handling and processing of paper. Our solutions enable you to print checks on demand, eliminating preprinted checks, and reducing the potential for check fraud. Our Print to Mail solutions eliminate document handling and envelopes by turning your laser printer into a mailing machine - print, fold, and seal documents all in one operation! Our various document imaging solutions further move you towards a paperless office environment by automating the routing and delivery of documents through doc-link Output Manager. Altec's suite of doc-link products are modular and priced for every budget while allowing you to build an enterprise foundation for integrated document imaging and workflow management in Accounts Payable, Accounts Receivable, Sales Order Processing or other departments. Call your Altec representative today to learn more about your comprehensive document solutions! We look forward to serving you! Sincerely, Mark Ford CEO Altec Altec has more than 17 years experience in providing compatible business forms and electronic printing solutions to over 13,000 financial accounting software customers. They are the leader in providing mid-market accounting centric document imaging and workflow management software solutions. Ranging from customizable paper-based documents to enterprise-wide electronic document management, Altec enables organizations to unleash the power of their accounting package to enhance productivity and communication among its customers, employees, and suppliers. All forms and checks are guaranteed 100% compatible and manufactured to the tightest specifications using high quality control standards. For those companies wishing to streamline their A/P check printing, Altec offers A/P MICR, a solution that eliminates the need for pre-printed checks and envelopes utilizing the latest in laser form technology for printing, folding and sealing check documents. If you are faced with paper bottlenecks due to heavy transactions or remote facilities, consider doc-link, Altec's integrated document imaging and workflow management system to streamline and enhance your accounting operations. 2

3 Authorized Document Imaging and Printing Partner Quality Assured Altec sets high standards of quality so you can be confident using Altec checks and forms. Multiple manufacturing facilities give you additional flexibility to make decisions to precisely serve your needs. Laser forms and checks are manufactured from the highest quality long grain paper and are printed with the latest technology in heat resistant inks. Delivery Services Standard laser cut sheet manufacturing time is seven business days for one-color forms and ten business days for two-color jobs. For quantities over 15,000 forms, please contact your Altec representative for the most current delivery schedule. When you need an order expedited, placing a rush order can reduce the manufacturing time to three, five, or seven days. Accelerated delivery services, such as overnight or same-day couriers, are also available. Customer Service You can count on Altec representatives to have the training, knowledge, and expertise to guide you through the ordering and proofing process with ease, comfort, and confidence. They will help you manage your inventory and avoid stock outages through appropriate follow-up calls. Quantity Discounts In some instances, it makes sense to run all of your forms at the same time for quantity discounts, especially if the ink color(s) or paper size are the same. Be sure to ask your representative if you qualify for a multiple run discount. Standard Ink Colors Terms and Conditions Initial orders require prepayments by company check or credit card (Visa, MasterCard or American Express). Net 30 credit terms may be granted upon completion of our credit application form. C.O.D. orders are available upon request. Paper Quality Altec utilizes premium high quality laser bond paper to minimize paper curl and printer jams. Our laser paper contains properties that are optimal to render excellent image transfer and toner application. These include smooth paper surface, controlled electrical properties, low moisture content for curl control, heat tolerance, and cleanliness. Logo & Art Services Send us your camera-ready logo and we will scan and store it for use on all your printed materials. Please include color-separated artwork for twocolor logos. Faxed logo s are not acceptable, but we have full graphic and art design capabilities if you require these services. Your logo should be sent via or saved to disk in either an IBM compatible.tif file at 1200 dpi (not less than 300 dpi) or an EPS file from a vector drawing program (i.e. Illustrator, Corel Draw) with all the fonts converted to artwork. Satisfaction Guaranteed Altec s employees are committed to providing the highest level of service and product quality possible. At Altec, customers define quality and the differentiating factor is how they measure up to your expectations. You will be delighted with Altec! All PMS ink colors available PMS 151 Reflex Blue Rubine Red PMS 423 Gray PMS 314 Blue PMS 471 Brown Warm Red PMS 3292 Green PMS 300 Blue PMS 208 Burgundy PMS 348 Green Black PMS 281 Blue PMS 185 Red Process Blue Violet PMS 464 Brown PMS 175 Brown PMS 201 Burgundy PMS 342 Green PMS 209 Burgundy 3

4 SAP Business One - Pre-Printed Checks and Envelopes Altec provides compatible laser checks and envelopes for SAP Business One customers that are designed to meet all current banking and postal regulations. These checks and envelopes are printed using the highest quality offset litho process to feature your logo and company name in your PMS corporate colors, or select one of Altec's 21 standard colors. Choose from a single or double stub check as well as a single or double window envelope. Multiple ply checks are available upon request depending on your requirements. Single Stub AP Check Double Stub AP Check SAP802 Checks SAP852 Forms Double Window Envelopes SAP801 Checks SAP530LZ SAP500LZ SAP851 Forms All single window envelopes can be personalized with your company name and logo in one or two colors. Single Window Envelopes SAP Business One A/P - MICR Starter Kit - Companies of all types and sizes have found that they can save time and money by printing their own checks in-house using existing HP Laserjet or Troy Printers. The ability to print MICR documents at the desktop enables more businesses to take advantage of the flexibility and cost savings that come from printing their own checks. Users save money by printing checks and other documents from blank check stock, avoiding the cost and security issues surrounding preprinted checks. The costs associates with pre-printed checks come in many forms including the printing of the checks, paper obsolescence, security, storage, and forms waste. This solution offers a comprehensive approach to control the printing costs and security of your accounts payable checks. Please call your Altec representative for a personalized quote on your MICR Starter Kit! SAP Business One A/P MICR Starter Kit includes: Digitized Logo & Digitized Signature Requirements include 600 dpi or greater resolution in.jpg or.bmp format MICR Toner Cartridge MICR toner contains an iron oxide that permits the bank line information of a check to be read by electronic bank processing equipment which meets ANSI specifications for readability standards. E13B MICR Font The MICR E13B font complies with strict ABA (American Banking Association) and ANSI standards. SAP Business One Compatible Check Template Layout Stock number SAP 531L for double stub Stock number SAP 501L for single stub Compatible Security Check Stock Chemically reactive paper - brown stain Full solvent feature - blue & gray stain Border warning Security feature checklist on back VOID pantograph Security screen on back - Original Document Choice of the following three colors: blue, burgundy and green 5000 Compatible Double Window Envelopes Quality grade design for Postal and MICR compatibility Receive a 20% Bundled Discount with the Starter Kit

5 DOCUMENT HAS A COLORED BACKGROUND. SECURITY FEATURES LISTED ON BACK. DOCUMENT HAS A COLORED BACKGROUND. SECURITY FEATURES LISTED ON BACK. DOCUMENT HAS A COLORED BACKGROUND. SECURITY FEATURES LISTED ON BACK. MICR and Print to Mail Solutions Add Secure Check Printing Solutions from Troy For a fully secure printing environment consider a TROY MICR printer. TROY Secure MICR printers offer top of the line secure check-printing solutions. The printers have sensors for MICR toner detection, MICR-activation password security, a 3- position keylock (MICR/MICR off/locked) for enabling MICR capability, and paper tray locks to protect against theft of security check paper. TROY Secure Ex MICR printers are available in speeds of 20 to 50 pages per minute. A/P MICR Blank Check Stock Altec offers three versatile check formats depending on your output preference. Choose check stock with the stub on the bottom, in the middle or at the top in blue, green, burgundy or rainbow pantographs for a quick affordable check stock option. Compatible double or single window envelopes available on page 4. Add the Print to Mail Solution and Boost Efficiency When Processing Checks How To Order: If your transactions are of significant volume, reduce the resources needed to fold, stuff, and seal your checks or invoices for mailroom preparation. Our Print to Mail solutions work in tandem with your laser printer, or as a standalone unit small enough to fit on our desk. With Altec's pressure seal solutions, your check stock is provided on documents that can be folded and sealed ready for the mailroom in minutes. This solution can ship within 48 hours after receipt of your logo and signature. The process is so easy. To get started just call us at, or your request for SAPB1MICR along with a (600 dpi or greater resolution).jpg or.bmp of your logo and signature to apstarterkit@altec-inc.com. We will expedite your scanner alignment form and installation instructions to have you processing checks within days. Supplies can be reordered from Altec and a representative is only a phone call away to walk you through each step and answer all of your questions. Delivery time for most products range from 2-5 business days. 5

6 SAP Business One - Compatible Forms Invoice Purchase Order SAP100LZ SAP250LZ Work Order Statement SAP300LZ SAP200LZ See compatible envelopes for Business One forms on page 4 6

7 SAP Business One - Custom Business Forms Custom Template Design Services Altec allows you to communicate your business transactions more effectively by customizing how the information is formatted on your business documents! Business documents for SAP Business One (i.e. invoices, purchase orders, checks) can be modified to communicate and highlight information to your trading partners and customers. A well-designed document will enhance readability and convey information that will facilitate collections, resulting in enhanced customer care while promoting a professional image. The form templates can be designed according to your unique business needs by adding fields, adjusting columns, and creating personalized headings. The Design Services Department at Altec will re-map the data and then a new report file to you for testing. Our design experts will also guide your customization requests to meet all bank, ANSI and postal requirements. How are these changes incorporated into my newly printed forms? Your Personal Forms Consultant at Altec will design your form changes for your next order of printed forms. You will be provided an acetate proof (clear film) to overlay on the output from the new file. We guarantee 100% compatibility with your current version of Business One. Interested in these services? Call your Altec representative for a quote based on your customization needs. Resellers are encouraged to call. From unique column headings to eye-catching phantoms of your logo, custom forms give you exactly what you need. Custom Invoice Other Compatible Forms Available Quotation Acknowledgement Bill Of Lading Credit Memo Packing List (A/R) Packing List (O/E) Purchase Order Requisition Call your representative for samples! A heading/logo unique to your business Column heads unique to your business Shipping Labels Unique ink color Phantom of your company s logo Heavy weight first and second parts; standard weight for third (file) copy Label Size 4 x 3 1 / / 2 x 11 sheets 6 Labels per sheet 7

8 doc-link Output Manager all Business One Documents Automate the Delivery of Electronic Documents Output Manager transforms all Business One paper documents, forms, and reports into electronic documents that can be scheduled for automatic delivery via fax, , or print in a multitude of formats. Automated scheduling and administration Includes pre-designed templates for common Business One output data documents Multiple distribution methods and formats Automate Document sorting and collating Distribution of invoices, purchase orders, statements and reports Pre-determines routing according to recipient needs Archival and indexing of documents and reports in.tiff format meeting IRS guidelines for document retention Batched form printing, ing, and faxing Customize Distribution methods and formats Create cover sheets for faxed documents Companion documents that need to automatically accompany the primary document Create templates for documents to convey the information that you want and the way the recipient needs to see it Add block-outs to tailor the information Output Manager Reduces the Cost of Delivering Information Eliminate the need for pre-printed business forms since Output Manager contains standard Business One templates. or fax invoices and statements to customers, purchase orders to vendors, reports to department heads, and remote sites. Send purchase orders to vendors with.tiff file (graphical image of form for them to print). CSV or HTML file to allow them to import your data into their business application. Collection personnel can retrieve actual copies of past due invoices and or fax from their work station. Customize the routing of documents by sending a companion document.(e.g. if customer orders a particular item that is listed on an invoice, attach a copy of another static document for compliance or marketing purposes). Route sales reports to remote sales people and sales managers. Route sales journals, departmental P & L statements, and A/R distribution reports to department managers. Route reports with all or selective data from Business One and at the same time archive them for storage and retrieval. Transform and deliver documents in XML. Output Manager Benefits Eliminates costs of pre-printed forms forever Eliminates postage costs for documents that can be routed electronically Reduces mail room preparation and handling of routine documents and reports Eliminates storage costs and file cabinet space Non-invasive no special integration required Works with any business application that delivers output via a print stream 8

9 Reduce the costs and bottlenecks of paper processing! Doc-link integrated to SAP Business One captures, archives, workflows, and routes business documents and reports to reduce handling costs and improve communication Contact Altec for more information: Increase A/P productivity by up to 50% Decrease sales order processing time by 30% Reduce storage and mail costs Typical R.O.I in less than 9 months Web demonstrations available Free Survey and Needs Assessment Return on Investment Summary No charge consultation on building your paperless office migration strategy Read on to learn more about doc-link and see how integrated document management can increase accounts payable productivity in 6 easy steps! 9

10 Integrated Document Management Doc-link is an integrated document management (IDM) solution that interfaces with SAP Business One to eliminate the bottlenecks associated with handling, filing, and retrieving paper documents. By bringing documents to the desktop, doc-link dramatically increases productivity and enhances communication between customers, vendors, and employees. Doc-link captures forms, reports, and documents directly from Business One through our Electronic Report Management (ERM) technology for ease of indexing, archiving, and retrieving documents in seconds. Documents external to the organization, like vendor invoices, can be captured through scanning or directly via fax or . With our electronic workflow module we configure your traditional business processes for invoice approvals, audits, and vouchering. Our unique integration to Business One enables side by side voucher entry, auto-indexing and retro-indexing to electronically link documents for three way reconciliation and auditing purposes. Once documents are stored in doc-link, you can view, annotate, fax, or print the documents - you never need to leave your desktop to look for files or missing paper documents! Combined with Output Manager, our automated output management solution, you can establish recipient and routing schedules that enable you to deliver forms and reports to users based on their preferred method of delivery and format. Imagine, automatically faxing or ing invoices and statements to customers, or automatically routing copies of routine reports to sales representatives and department managers, and eliminating the costs associated with postage and mailroom operations. FAX PRINTER FINANCIAL SOFTWARE DATABASE FAX HTML XML/EDI TRANSFERS ERM/COLD DOCUMENTS AND REPORTS OUTPUT AUTOMATED SCHEDULING & ROUTING XML FTP SCANNING EDI REMOTE OFFICE TRANSFERS TIFF CSV MS OFFICE VIEW FAX POST TO WEB 10

11 Streamlining Accounts Payable Example Accounts Payable Management 6 Easy Processing Steps Doc-link brings greater financial control to managing payables processing from receipt of vendor invoices to voucher entry. With doc-link users can match purchase orders, receivers, and vendor invoices directly from the desktop for quick reconciliation and resolution. Users are also able to electronically view the invoice and supporting documents from their desktops, streamlining paper-matching processes. 1 Receive A/P invoices. Receive A/P invoices from vendors or remote offices by , fax, electronic file transfer or mail. All mailed invoices are scanned Assign to A/P processor queue. All captured vendor invoices are electronically distributed or assigned to an A/P individual s processor queues. Invoices can be pre-indexed to easily locate during the approval process. Electronically approve invoices. Through workflow, vendor invoices can be sent to a manager s desktop electronically for approval. The approval process is configured to a company s paper process. Approvers electronically stamp the invoice with the appropriate status (i.e., Approved, Disapproved, On Hold, etc). The stamp is tailored to each approver and enables critical information to be keyed into the stamp, such as, G/L distribution codes or automatically provided such as, the log on of the approver, the date and time of the approval. The approval stamp is a permanent notation to be put directly on the invoice image providing an unalterable audit. Once approved, the invoices are sent electronically through workflow to the appropriate processing queue in accounts payable, i.e., Approved, Not Approved, etc. Voucher invoices. Each accounts payable clerk receives approved invoices electronically from managers. A side-byside view of the voucher entry screen and the invoice image enables A/P clerks to easily and quickly voucher invoices. Users can also review all supporting documents such as purchase order, receiver, etc. from the A/P Entry Screen. 11

12 5 Automatic indexing and electronically filing of entered invoices. Once the invoice is entered within SAP Business One, the invoice image is automatically indexed with the invoice data and stored in the doc-link database. Doc-link also maintains all electronic file copies (i.e.., the invoice is linked to its purchase order, the vendor, a project, etc.) eliminating the need to copy and file the invoice. 6 Review invoices for payment from the desktop. Paying checks is easier and faster with doc-link. The check signer or authorizer can review invoices and checks for signatures or to be printed to an Altec MICR check printing system from the desktop. When the checks are approved and printed, doc-link automatically captures the check and stores it in doc-link, as well as retro-indexing the check information (number and date) to all invoices paid by each check. Companies experience a significant productivity increase with their accounts payable processing as the clerical and paper-intensive tasks are eliminated. With doc-link, users can: Get invoices and purchase orders to approvers desktops without mailing, faxing, copying, or manually moving documents. Electronically rubber stamp invoices and purchase order approvals. or fax documents from the desktop to vendors and purchasing managers requiring resolution. Easily track all invoices currently in the approval and resolution process. Drill down from the accounts payable application to invoices, purchase orders, checks, delivery receipts, etc., using any of the accounts payable data, such as, G/L account, date range, or vendor number. 12

13 capture capture documents internally and externally Electronic Report Management (ERM) automatically captures and indexes forms (i.e. invoices, purchase orders, accounts payable checks) and reports from your accounting system directly into the doc-link image repository. Allows users to capture in-bound documents by scanning, faxing from remote offices and by from MS Windows operating system. Eliminates opening vendor invoices received via mail by allowing vendors to fax or documents directly to doc-link thus bypassing the scanning process. Streamlines any paper intensive process like accounts payables and eliminates the costly downtime associated with manually retrieving paper documents and files. Documents, reports, and electronic files are accessed in seconds. workflow workflow processes that provide control and approval of documents Configurable workflow matches your processing approval steps. Integrated A/P workflow moves invoices through your business for remote or local approval and vouchering into your financial software application and updates invoice index with check number. Auditing and matching of vendor invoices with purchase orders, receivers and packing slips for instant reconciliation. Users can electronically approve invoices for payment and distribution of costs prior to entering invoice information into the accounting system. Users have access to live vendor and G/L account codes without accessing the accounting system. Accounting personnel can directly import the data directly into the voucher entry screen eliminating transposition errors and double keying of data. Users granted permission can instantly recall invoices by account charged within date range. Auditors have access to all invoices by account, amount or vendor. route capture, transform and deliver printed and digital documents Electronically and fax documents and reports from the desktop on demand or automatically schedule distribution of: Purchase orders to vendors Invoices and statements to customers Parts or plies of a business form electronically to departments Financial and sales reports Automatically captures and stores print files from any business application and processes the print stream through recipient lists and routing tables to deliver documents via traditional print, , fax, FTP or EFT. Additionally, the data you are sending can be transformed into XML, HTML, PDF, TIFF, CSV and EDI formats for repurposing without rekeying. Sub-forms or templates can be created to isolate and communicate pertinent data to the exact needs of the recipient. Eliminate the cost of pre-printed forms through the creation of form templates. Rendition printing allows for the automatic collating of invoices with proof of delivery or any attachment based on customer-defined criteria. How is doc-link different from other imaging systems? Altec developers have written integration software to link your current systems with doc-link. The integration seamlessly interfaces your application with documents and reports. That means you can review data from your business and accounting systems at the same time you are viewing your documents and reports. In addition, you can utilize Visual Basic Script to access the doc-link object model and create your own custom integration. There are no proprietary languages or commands to learn, but some knowledge of the doc-link object model and data model are required. Training sessions are available to provide the documentation and tools necessary to begin integrating doc-link to your business application. Doc-link offers a modular system approach. You can start small and grow at your own pace. Doc-link s modular components allow for low-cost entry with expanded capability as needed. You get started by selecting the modules that will give your company the biggest bang for the buck. The system s flexibility allows you to decide what functions you want and when you need them. Altec representatives can help you analyze your current business processes and customize a document management system to meet your needs. Doc-link provides multi-level indexing. Good indexing of documents is crucial. In order to retrieve documents, they must be indexed by the appropriate key information. This information is used to design your indexing plan. With multi-level indexing, you can retrieve a purchase order by any or all of the order numbers on the purchase order. If you have multiple companies or locations, you can index your documents accordingly. 13

14 23422 Mill Creek Drive, Suite 225 Laguna Hills, CA fax SAP AR All rights reserved. rev. 11/04 10