DbAuthorise

The Enterprise-wide Document Authorisation Solution

DbAuthorise is an enterprise-wide authorisation solution, which enables the entire approval process to be streamlined. Simplifying the approval process reduces administration costs and errors. The reduction in paper chasing combined with a fully comprehensive audit trail enables an increase in productivity, reduction in costs, improved company image and a fast return on investment.

Time Savings

User-defined conditions enable the document to be sent electronically to the most appropriate recipient(s) for approval. The recipient can be taken from rules held in DbAuthorise or the ERP system; thus enabling documents to be automatically emailed to the appropriate people for approval.

Approval conditions may be based on the value of the document, the supplier or other key fields that utilise the rules most suitable for an individual organisation. For example, invoices under £100 are automatically authorised. Invoices over £100 but under £5,000 are sent to the originator of the purchase order for approval and invoices over £5,000 are sent to the originator and a second signatory such as the Financial Director.

DbArchive is a pre-requisite and it therefore enables the document to be automatically linked to other relevant documents such as purchase orders and goods received notes. Documents received in paper form have their basic details entered into the Accounting or ERP system by using selected data fields, barcode, or through our automated data capture solution, DbCapture, and are then scanned into the DbArchive database.

Cost Saving

DbAuthorise reduces the need for paper copies, document storage, printing and administration including filing, retrieving and moving documents. In addition, DbAuthorise boasts many less obvious benefits. As payment can be approved more efficiently, greater advantage can be taken of prompt payment discounts and better supplier relationships can be built, often resulting in better discounts and terms of trade. The payment process is much simpler and enables an organisation to have better management of cash flow and make fewer mistakes.

Improved Efficiency

Document processing is streamlined. For example, invoices can be approved for payment or rejected in just a couple of mouse clicks. As documents are available to all relevant individuals there is no need to print, copy or pass documents from one department to another; an electronic copy of the document is automatically sent via email to the relevant people for approval. The invoice and relevant documents can be viewed from any authorised workstation on the network. Approvals are requested and responded to by email, enabling a full audit trail of the payment including comments.

Reduce Administration

Electronic storage of documents enables immediate retrieval thus eliminating the need for time consuming filing and retrieving. Queries and disputes are reduced as linked documents and reports such as purchase orders, good received notes and remittance advices can be sent electronically to suppliers and internal contacts.

Corporate Compliance

The audit trail within DbAuthorise helps organisations to achieve corporate compliance such as Sarbanes Oxley etc.

Fast Payback

Fast Payback DbAuthorise users report substantial savings of time and money. Typically, DbAuthorise pays for itself in just six months. DbAuthorise is even more cost effective when used with Version One's other document imaging and management modules, DbFax and DbBACS-iP.

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Other Version One Solutions

Document Imaging & Archiving
For any organisation to operate at optimum efficiency, it is essential that its information is securely stored and immediately accessible. DbArchive is tightly integrated into all the major Accounting and ERP systems.
Purchase Invoice Automation
Tightly integrated into all major Accounting and ERP systems, DbCapture enables organisations to automate and streamline the processing of supplier invoices.
PoD Scanning and Retrieval
Our 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).
Purchase Order Approval
DbAuthorise is Version One's document authorisation module, which enables the entire approval process to be streamlined. Simplifying the document approval process reduces administration costs and errors.
Automated Electronic Document Delivery
DbMail is a set of tools for automated emailing. Emails can be delivered as plain text or HTML emails, with or without attachments. DbFax is a server-based fax system, purpose-designed for automating the faxing of business documents.
Laserforms Printing Solutions
DbForm enables the electronic design of business documents, thereby enhancing the default output from ERP and accounting systems.
Secure Cheque Printing
Our secure cheque printing solution consists of an output management system and a specially adapted laser printer with additional security features.
XML Support for Legacy Systems
Our web-interface provides document access through a standard browser. Management reports can be automatically posted on the company portal.
OMR and Barcode Printing
Our LaserForms printing solution (DbForm) also provides many other advantages, such as using bar codes for document recognition, Optical Mark Recognition for using Pitney Bowes type mailing machines and much more.
Export Documentation
Our export documentation solution is based on the acclaimed DbForm output system. As well as producing custom export documentation on plain paper using laser printers, the system offers sophisticated output handling.