Document Output & Distribution

Transcription

1 Document Output & Distribution Laser Check Printing Electronic Payments Purchase Orders, Invoices, Statements, etc. Self-Service Electronic W-2s Positive Pay Bank Reconciliation Electronic Delivery of Business Facing Documents Paperless Pay 1099s & W-2s Integrated Document Imaging INFOR-INTEGRATED SOLUTIONS

2 Customer Acct. No. Confirm To / Telephone Vendor No. Payment Terms Freight Terms Requestor / Deliver To F.O.B. Revision Page PURCHASE ORDER NUMBER MUST APPEAR ON ALL INVOICES, PACKING SLIPS, CARTONS AND CORRESPONDENCE RELATED TO THIS ORDER. Date of Order Buyer Date of Revision Phone # Line Part Number / Description Delivery Date Quantity Unit Unit Price Extension Ship Via Total Software Solutions Designed for Business Users Document Output, Imaging & Workflow Automation MHC Document Express TM Document Customization Made Easy Infor Lawson jobs produce output files. The files are imported into MHC Document Express to create customized businessfacing documents or transaction files. MHC Document Express allows organizations to keep Infor Lawson standard. Additional data can be queried from Infor Lawson or other systems, allowing you to format documents that meet your unique business requirements without making any changes to your ERP. Payroll Checks and Advices Benefit Forms AR Invoices AP Checks Pressure Seal W-2s Vendor: P1 Ship To: MHC Companies, Inc. Materials Management Portland Ave South Burnsville, MN Bill To: PURCHASE ORDER Purchase Order No of 2 09/19/20XX John J Doe Other Common Uses 1099s T4s Dunning Letters Statements Delivery Documents and more ABC Companies, Inc. PO BOX 123 Anywhere MN, P1 Deliver on September 21, 2008 unless specfied by line Invoice by mail PREPAID ******** CONTINUED ******** Purchase Orders Page: 1 of EA WALKER PNEUMATIC AIR XLG Vendor Item Number: 111-XL Vendor Item Desc: WALKER PNEUMATIC AIR XLG Customer Contract Number: Item Detail: EA WALKER PNEUMATIC SM Customer Contract Number: Item Detail: EA CUFF CRYOCUFF SHLDR Mfg Nbr:12A Vendor Item Number: 33A Vendor Item Desc: CUFF CRYOCUFF SHLDR Customer Contract Number: Item Detail: EA WALKER PNEUMATIC LG Customer Contract Number: Item Detail:

3 Customized Document Distribution PO NUMBER SHIP TERMS DELIVER BY SITE CODE PAYMENT TERMS LINE EDISON ITEM # VENDOR ITEM # ITEM DESCRIPTION QTY UOM PRICE EXTENSION XL WALKER PNEUMATIC AIR XLG 1 EA $89.75 $89.75 Item Detail: WALKER PNEUMATIC SM 1 EA $80.75 $80.75 Item Detail: A CUFF CRYOCUFF SHLDR 1 EA $83.75 $83.75 Item Detail: WALKER PNEUMATIC LG 1 EA $80.75 $80.75 Item Detail: AXL CUFF CRYOCUFF SHLDR XLG 1 EA $83.75 $83.75 Item Detail: This is to test a long trailer comment on a printed copy of a purchase order. The last one we issued, the trailer comment did not wrap and was outside of the box All Vendor documentation including Packing Slip, Invoice, and other correspondence MUST include the correct Edison Item Number and PO Number or payment will be delayed. Reliable Document Distribution MHC Document Express allows your organization to distribute documents based on your specific document delivery rules and requirements. , print and fax are just three of many options for getting customized documents to the people who need them. Control over distribution processes is in your organization s hands. Have specific messages that need to be communicated along with your documents? Customize the subject and message area for distribution or customize terms & conditions and cover pages for fax distribution. Want added security for ed documents? Encrypt sensitive documents before ing them to recipients. The solution is configurable to meet your organization s unique needs. Print Secure Distributed Printing For organizations that require economical centralized control of check processing with distributed locations, MHC offers Secure echeck Courier TM. Enables full control at a central site with complete audit trail Ability for remote sites to dictate print time Postal Indicia and Barcode Fax FAX Server PURCHASE ORDER PURCHASE ORDER NUMBER REVISION NUMBER 0000 DATE 09/19/XX PAGE 1 of 1 Ship To: Vendor: ABC Companies, Inc. PO BOX 123 Anywhere MN, MHC Companies, Inc. Materials Management Portland Ave South Burnsville, MN Contact: Sally Sample Fax: /21/xx Turnkey Solutions for Guaranteed Success Product Total: $ Total Amount: $ MHC Software offers a complete turnkey solution for our MHC Document Express customers. In addition to advanced document distribution options, we offer pressure seal and folder inserters, printers certified for MICR compatibility, MICR toners and check stock and envelopes for printing and mailing needs. By purchasing all products from MHC, you are guaranteed a single source to stand behind all products, providing 100% vendor accountability on all solution components.

4 Streamline Fraud Prevention Programs and Electronic Payments MHC interfaces with over 100 financial institutions for easy and integrated fraud prevention and financial transactions. data & output files Positive Pay Bank Reconciliation Electronic Payments Electronic Card Processing POSITIVE PAY Leverage bank fraud prevention services. MHC Software s Positive Pay solutions enable seamless integration with bank programs that help you better protect your business assets. Retrieves void check information from Infor Lawson Concatenates multiple accounts into a single transmission, saving on transaction costs Formats file for bank-required layout and transmission Securely creates and transmits the file in one step, complying with audit requirements Provides reports and notifications to designated personnel Compatible with a library of bank formats BANK RECONCILIATION Achieve greater visibility into payments and transactions by automating the reconciliation process with your Infor Lawson system. Greater visibility enables better control. Retrieves file from financial institution Formats the paid check file into the correct layout and prepares the file for upload into Infor Lawson (CB185/PR165)

5 Turning Data into Secure Transactions ELECTRONIC PAYMENTS Effortlessly match bank format requirements while keeping Infor Lawson standard, combining payments and increasing savings. Formats file for NACHA Standard (CCD(+), PPD, IAT, CTX) Securely transmits the file using bank s standard transmission with encryption Provides automatic notifications to treasury or internal departments Delivers remittance detail via EDI (child support, 820 remittance detail), , fax or web post Supports both domestic and international electronic payments ELECTRONIC CARD PAYMENTS Easily leverage P-card/ePayables solutions no matter what card provider or card type your AP department uses. MHC interfaces with Infor Lawson (e.g., AP161) to provide: Secure and audited data translation Proper formatting of payments to meet financial institution s payment input format requirements Secure transmission of payment to financial institution Delivery of electronic remittance to vendors Turn your Accounts Payable department into a profit center Electronic card payments not only save Accounts Payable organizations time and money, they can also generate revenue. MHC can ease electronic card payment processing by: Reducing implementation time and Total Cost of Ownership for payment system support Increasing security and reducing risk for errors by eliminating manual processes Offering comprehensive auditing for better visibility into electronic payments

6 MHC Document Self-Service TM Extend Employee Self-Service Functionality W-2 EMPLOYEE DOCUMENTS CUSTOMIZED PAY STUBS ELECTRONIC TAX DOCUMENTS Including: 3 W-2/W-2C T 3 T4/T4A MHC Document Self-Service enables Human Resources and Payroll professionals to process and deliver employee-specific documents electronically. Employees access MHC Document Self-Service through Infor Lawson Employee Self-Service or an employee portal Solution can be configured to authenticate users against a customer-specified source Software s document notifications to employees and offers secure delivery for non-tax documents Eliminates calls for reprints and empowers employees to own their documents Employees view/print/save their past and present employee documents at their convenience System tracks and audits employee and administrative actions

7 Distribute Documents Electronically Enable employees with self-service access to employee-specific documents. Sample Employee Documents Benefit Forms Salary Letters Compensation Forms Promotion Documents Mandatory State Tax/Payroll Documents Eliminate payroll document printing and distribution costs with online and/or delivery. Keep your ERP standard yet provide a customized pay stub Confidential amounts may also be hidden XYZ Company is now offering employee paid voluntary benefits. Employees can enroll through ABC Corporation. Benefit counselors will be on-site September 4th 7th to meet one-on-one with each employee to explain these new optional benefits and also go over your current coverage. Here is an overview of the benefits: 20XXVBen.pdf. Please click to sign up online for an appointment. It is required that each employee receive the information and decline in writing if deciding not to take part. We hope you find value in these new offerings!

8 MHC Image Express TM Empower Users to Make Decisions and Manage the Business Fast, Secure Retrieval Documents are retrieved instantly using MHC Image Express. Authorized users retrieve document images either via Infor Lawson or via a standard web browser. MHC s Dynamic Image Drill TM leverages Infor Lawson security and enables authorized users to quickly retrieve document images when performing inquiries via Infor Lawson forms. MHC Image Express systematically identifies index values on Infor Lawson forms and creates a link to the specific document image or images matching the data. Customers can also enhance other systems with links to images by leveraging MHC s External Dynamic Image Drill functionality. Allow users to access document images without interrupting their work no need for file cabinets or other system logins With a single click of an Image link in Lawson, a user can view the corresponding document image and then access any related documents, giving full visibility to a transaction lifecycle. Requisition Support PO Packing List Payment

9 Document Imaging & Workflow Automation Workflow Automated Functionality to Save Time & Money Tired of paper documents being lost, stalled or misrouted? MHC s flexible, automated workflow processing options save organizations significant time and money. MHC supports document image retrieval via Infor process automation tool Inbaskets/work assignments or offers an optional component to MHC Image Express, called MHC Image Express Workflow, that provides flexible and easy-to-use routing and approval functionality Workflow route participants can: See who has addressed the document and what actions they took Manage index values Perform standard Adobe Reader functions Approve the document with a PIN MHC s Workflow advantage? Put the definition of workflow routes in the hands of business users. No need to wait for IT support or pay consultants to technically script or configure your workflows. Image Express Workflow enables organizations to be flexible and nimble allowing business users to maintain control and evolve over time Disapprove the document, including reasoning why it was disapproved Request more information before processing the document further Change or append routes (if authorized) View all document assignments 9 Add/view notes and attachments Workflow for AP Invoices MHC s AP Invoice Capture Automation solution powered by an Intelligent Data Capture/OCR engine initiates automation early in the AP process when invoices are first received to maximize visibility. MHC Workflow Automation enables document approvers to enter Infor Lawsonintegrated GL distribution information for non-po invoices and take approval actions. MHC then submits the data electronically into the Infor Lawson invoice interface. MHC also integrates with the Infor AP Invoice Automation product as another option to streamline invoice processing.

10 Simple. Economical. Powerful. MANAGE Cash Effectively DECREASE SG&A Spend OPTIMIZE Decision-Making Algoma Central Corporation Challenge Had many offices, working on consolidation; information sharing and invoice approvals were a challenge Needed electronic access to employee files The support we have received from MHC has been invaluable in getting these initiatives up and working. For the record, we would be very pleased to be a customer reference for MHC. John Brenton Manager Business Information Systems Algoma Central Corporation Solution MHC Document Express TM MHC Image Express TM Integrated solutions for Finance, Procurement and Human Resources Benefits Easy document retrieval from many Infor Lawson forms, reducing administrative costs and increasing throughput Quick indexing of education, competency, certification review information, grievances and disciplinary action documents Optimized decision-making across finance and HR functions Realized ROI Project was paid for within the first year

11 Case Studies Designed to Deliver Value. State of New Hampshire Challenge Multi-touch, slow accounts payable processes Solution MHC Image Express TM Infor Lawson-integrated document management, coupled with MHC Document Express TM Benefits Decreased AP processing costs Increased visibility of payables Expedited payables processing timeline Reduced environmental impact Realized ROI Image Express paid for itself within 7 months Using the MHC Image Express software in conjunction with our Lawson AP module, we have been able to gain efficiencies in processing, auditing, approving, transportation, storage, research and interactions with our vendors. The solution was relatively inexpensive and simple to deploy and to train. The feedback from every type of user has been extremely positive. Ellen Chase-Lucard AP Business Process Specialist Department of Administrative Services State of New Hampshire Stewart Title Company MHC was right there with us through every step of our deployment. Even after the deployment, they are always available at a moment s notice when we have questions or other issues. Josh Cummings Accounting Technology Manager Stewart Title Company Challenge Slow paper invoice approval processing resulting in accounts payable delays and vendor issues Paper-based financial documents Solution MHC Image Express TM Infor Lawson-integrated document management, coupled with MHC Document Express TM MHC Image Express TM Workflow with validated GL coding and automated submission into Infor Lawson invoice interface Benefits Speedy electronic invoice approval with automated tracking; more visibility produces more accurate accruals and improved cash flow Faster audit and AP transaction research Reduced staff by 2 FTEs Realized ROI Image Express paid for itself within the first year

12 Superior Service and Support MHC and Infor Lawson share 800+ customers more than any other Infor Lawson complementary product partner. We offer document management software integrated with Infor Lawson backed by world-class customer service. Our reputation for outstanding service and support sets our offerings apart as the most effective solutions for maximizing Infor Lawson investments. Customer satisfaction is the cornerstone of our comprehensive maintenance plan. We strive to keep our customers forever by ensuring that our software is compatible with their ERP changes and business needs. Our support plan covers: Software changes required by an ERP upgrade Software upgrades and improvements Software support Software training unlimited by web/phone Customers Ask. MHC Answers Portland Avenue South, Burnsville, Minnesota Copyright MHC Software, Inc.