Document Management & Imaging Software
Version One Paperless Office Suite
Version One's intelligent automated electronic document delivery and imaging software enables the electronic storage, retrieval, management, enhancement and delivery of business documents such as invoices, purchase orders and statements. Version One's 'paperless office' technology is seamlessly integrated into all major ERP and accounting systems, including SAP, Oracle, Sage, OpenAccounts etc.
With a typical ROI of less than six months, Version One's solutions are enabling thousands of organisations to save dramatic amounts of time and money.
- Powerful, yet easy to use.
- Quick to implement.
- Automatic data extraction of key invoice fields - even with variable field locations.
- Automatically builds a knowledge database of documents and their structure.
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- Tightly integrated into all major accounting and ERP systems.
- Fast R.O.I. - typically in less than six months.
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- Tightly integrated into all major accounting and ERP systems.
- Scanning system supports barcode reading and OCR for automated indexing.
- Optional handwriting recognition module.
- Windows or web-based document retrieval and viewing.
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- Retrieved documents can be printed, faxed or emailed - either on the local PC or via the server.
- Automatically scan reverse side of duplex documents.
- Can convert and store images from any external source.
- Extensive API interface.
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- Authorisation is achieved through a browser client, workstation client or email.
- No ERP client is necessary at the authoriser's workstation.
- DbArchive is available on all Windows and UNIX platforms. DbAuthorise requires a Windows server.
- Once the document has been approved or rejected the system triggers the next stage of the process.
- Forwarded emails or additional notes may all be recorded within the system providing a full audit trail.
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- Supports secure and seamless integration into all major accounting and ERP systems.
- Supports barcodes for automatic document scanning.
- Routing rules are based on key 'tag' fields such as supplier, originator, or value.
- Completed transactions remain in the authorisation database until the data is purged. The document and its email audit trail always remains in the archive database.
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- A conditionals facility enables DbForm to test data and automatically carry out appropriate actions. For example, automatically print documents in different languages, print different terms and conditions depending on the supplier, or, in a multi-company environment, automatically print the appropriate logo and contact details.
- Available on all UNIX and Windows platforms.
- Can produce documents in black and white or colour - even both simultaneously.
- No limit to the number of copy documents - all produced automatically and routed to the relevant printers on the network.
- Advanced database look-ups - unlike standard report writers, DbForm can read any information on the documents and use it to extract further information from any databases on the network.
- Secure laser cheque printing option.
- Intelligent routing - documents are automatically routed to the most appropriate printer.
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- Optional export module. Officially approved by SITPRO (Simpler Trade Procedures Board), part of the DTI, which allows the production of approved export documentation, in conjunction with suitable accounting systems.
- Supports HP and HP-compatible laser printers.
- Supports Zebra printers for high volumes of barcodes and labels.
- Integrates fully with DbFax and DbMail, so that printed, emailed and faxed documents all look identical.
- Automatically supports multiple document delivery types. For example, printing a despatch note for the driver automatically faxes the shipping agent with the shipping details and automatically emails a complementary message to the customer, informing them of the goods being despatched.
- OMR marks for automated enveloping.
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- Tightly integrated into all major accounting and ERP systems.
- Available on all UNIX and Windows platforms.
- A true enterprise solution, which can be invoked from any authorised workstation on the network.
- Integrates fully with DbForm and DbMail, so that printed, emailed and faxed documents all look identical.
- Time scheduling takes advantage of off-peak rates for non-urgent faxes. In the UK, for example, faxing overnight is typically half the cost of faxing during the day; faxing during a week-end is just a third of the cost.
- DbFax is fully scalable, and will support any number of fax lines, users and document types.
- PC client option also allows faxing from PCs on the network -typically from Word, Excel, etc.
- Automatically resumes from the point at which it was interrupted, should system failure occur, re-sending documents in order to ensure no loss of information.
- Full audit trails and reports.
- Priority control enables urgent faxes to be sent immediately.
- Configurable automatic re-try if a fax machine is busy, or out of paper.
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- Configurable mail - mail on success, failure, both, or disable mail.
- Support for phonebooks and groups either system-wide or locally.
- Comprehensive fax management providing amend incorrect fax number, re-send, cancel, change priority and view.
- Supports multiple file attachments.
- Supports several types of dot matrix and laser printer emulation including Epson, HP Laserjet and Postscript.
- The data can be captured from the application, a database or a print file. Address books can be easily created for those applications without fax number fields.
- Comprehensive tool-set and APIs for tight integration.
- User-configurable scripts for actions on successful or failed faxes - for example print a hard copy or update the database with the exact date and time a purchase order was successfully faxed.
- Full context-sensitive help facility.
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- Tightly integrated into all major accounting and ERP systems.
- A true enterprise-wide solution which is invoked seamlessly from the core business application, from any authorised workstation on the network.
- Available on all UNIX and Windows platforms.
- Integrates fully with DbForm and DbFax, so that printed, emailed and faxed documents all look identical.
- DbMail's graphical Windows-based design tool makes it very easy to create or amend documents, add messages and highlight fields as appropriate.
- Integrates into all the major email systems - including Microsoft Exchange, Outlook, Lotus Notes, Groupwise - even UNIX mail.
- Documents can be automatically tagged with a request that the sender be notified when the recipient has received and/or read the email.
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- A fully scalable system, supporting any number of users and emails.
- Comprehensive toolset and APIs enable tight integration.
- Priority control highlights urgent emails.
- Supports 'sensitivity' for confidential emails.
- Recipients can appear in to, copy to (cc) or blind copy (bcc) lists.
- Comprehensive reports and archives.
- DbMail's Windows-based GUI design tool makes it easy to produce different document types such as pdf, TIFF, and PCX. In addition html or xml documents can be produced.
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- Dramatic savings on pre-printed cheque stationery.
- Fewer types of stationery required.
- Eliminate wasted cheques when remittance data overflows.
- Save on postage charges through Royal Mail CleanMail addressing and barcoding.
- Eliminate the bursting and trimming of continuous cheques.
- Eliminate cheque signing.
- Sort cheques prior to printing.
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- Separate high value cheques for special treatment or manual signing.
- Combine covering letters or remittance advice notes into a single print job with the cheques.
- Fewer changes of stationery during printing.
- Automate folding and enveloping with optical marks or barcodes on cheques and remittances.
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- Can import data in a non-BACS format such as CSV,ASCII or spooled report format.
- Supports all transaction types including Direct Debit Instructions.
- Invoked via a standard web browser.
- Transmissions can only take place using a Smartcard with a digital signature and PKI (Public Key Infrastructure) encryption, which provides a very high level of data encryption and data authentication.
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- Receipt of payment is automated and records are maintained on-line, ensuring swift and immediate access to information.
- Submissions can be made via normal internet connection. Other connectivity options include dial-up, dedicated broadband or permanent connection.
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