|
Version One’s electronic
document management software
can be used to archive and retrieve all
manner of business documents, and an area
where this is of particular benefit to
numerous organisations, is in the archiving
of Proof of Delivery documents (PoDs).
For some organisations,
claims for non-delivery may be made on
a regular basis, which can be a huge administrative
problem. However, these issues can now
be quickly and efficiently resolved, because
users of the Version One software now
have instant documentary proof of the
signed PoD.
In a typical business scenario,
if a customer should make a claim for
non-delivery or short-delivery of goods,
the Version One document management
system gives authorised staff very quick
and easy access to the relevant signed
PoD documents, linked to the original
order. This allows the PoD to be easily
and quickly retrieved and, if required,
the system can then automatically e-mail
the scanned PoD image directly to the
customer, as valid proof of goods having
been delivered.
Instant benefits from this
facility include dramatic reductions in
money lost through claims being made,
together with a dramatically improved
cash flow, since monies owing can now
be collected far more speedily.
Some clients use Version
One’s Optical Character Recognition
facility (OCR) to automatically index
all dot-matrix printed Proof of Delivery
documents, and these organisations typically
calculate that this facility allows documents
to be automatically archived at least
three times faster.
The comprehensive indexing
within the Version One document
imaging system means that staff
can retrieve and inspect documents indexed,
for example, by:
- despatch date
- customer order number
- item
- customer name
Organisations now need minimum
information from their clients, in order
to quickly and easily access information
and resolve any queries for them. An e-mail
button within the software means that
users then simply e-mail the correct documents
to the client - this is especially important
for many credit control teams.
Some particularly innovative
users of the Version One system have passed
the responsibility for scanning all Proofs
of Delivery to their transport contractors
- with the contractors’ full co-operation.
Those Contractors in question have been
allowed secure access to the Version One
client’s own computer network, and
this allows all signed PoDs to be scanned
and sent electronically to the client
company. Commercial stipulations have
been put in place, and these are being
monitored with software specially designed
by Version One. This functionality dramatically
increases the speed with which the Version
One client can respond to any customer
issues and, in a total win-win scenario,
ensures that their transportation partners
maintain longer-term contracts with the
client.
Users report that Version
One’s document management and imaging
software has substantially increased the
efficiency and traceability of their customer
transactions, providing easy methods for
quickly resolving issues by retrieving
information instantly at the press of
a button. This gives the Version One software
users tremendous financial benefits throughout
the whole organisation.
In addition, both sales
order processing and credit control departments
report numerous benefits from the software.
Now, Credit Control teams – in case
of invoice query – can quickly prove
or disprove a claim by retrieving the
relevant PoD documents. |
