Baan Mail-Merge and Purchase Order Approval Electronically sign your printed Purchase Orders. When 7. 1 Fax, Print and Archive approved, automatically E-mail, them.
The Problem: Approval and Delivery of Purchase orders Everyday your company creates multiple purchase orders that need to be signed by one or more managers, before they are sent to the suppliers. The first challenge is to have each order signed based on your company signing policy - in a reliable and speedy way you can track it within your ERP system. The second challenge is to use a reliable and effective solution to deliver all orders to their destination.
The Solution: Baan Mail-Merge & The Purchase Order Approval Module Baan Mail-Merge allows companies to automatically e-mail, fax, print and archive purchase orders. This powerful engine also can handle any output comings from Baan or Infor ERP Ln like invoices, acknowledgements and sales invoices. The Purchase Order Approval Module allows companies to electronically sign purchase orders before they are sent. Hundreds of companies around the world are happily using these solutions daily to automate sending of purchase orders to suppliers.
Baan Mail-Merge: Benefits 1) Cut postage costs 2) Cut stationary costs 3) Cut phone costs (telephone tags or waiting for a fax) 4) Improve cash flow 5) Reduce lead time 6) Improve company image
Benefits (Amphenol Jaybeam) Amphenol Jaybeam from the UK used to print and then fax all purchase orders and then send them by regular mail, which often resulted in a labor intensive procedure or suppliers not receiving the right order or not receiving anything at all. In addition, missing orders were a large concern plus wasting time in with sorting, folding and posting. When they implemented Baan Mail-Merge in 2008, sending became automated and much easier. There is also a money saving factor in less letterhead paper, envelops and regular paper being purchased – and less faxing and posting charges.
Baan Mail-Merge: Prepare, Approve and Deliver 1 - Parse to individual purchase orders 2 - Recognize suppliers/business partners 3 - Match with e-mail, fax, printer and archive preference 4 - Customize for a professional look 5 - Add “inserts” that are specific to the purchase order 6 - Personalize with cover letter 7 - Approve orders by authorized personnel (Purchase Approval Module) 8 - Deliver by preference
1) Baan Mail-Merge: Parse 1) Parse Baan Mail-Merge automatically parses the output run and recognizes each purchase order
2) Baan Mail-Merge: Recognize 1) Parse 2) Recognize Supplier PO Baan Mail-Merge automatically recognizes the supplier/ business partner for each purchase order 200120 345672 210 223 120130 222 342567 123 200203 332 230345 334 123456 339 120130 338 675234 223109 221 226 225 234569 123459
3) Baan Mail-Merge: Match 1) Parse 2) Recognize 3) Match Baan Mail-Merge automatically matches each supplier with their preferred method of delivery: email address, fax number, printer name and archive path
Match: E-mail, Fax, Print and Archive • Each purchase order can be sent to a combination of e-mail, fax, printer and archive • Request Receipt and priority for e-mails • Return e-mail addresses is defined when no e-mail is defined. • You can define multiple printers for every printout. • Possibility for using multiple address books • Support for different e-mail systems • Support for different fax servers • Printing on server and client printers • Archiving on server or client
4) Baan Mail-Merge: Customize 1) Parse 2) Recognize 3) Match 4) Customize Baan Mail-Merge reformats the output coming from Baan/Infor Ln and adds what is needed for a professional look
Customize: Generate Professional Documents An easy to use design allows for adding company logo, background You can also sign your documents electronically
Customize: Make Professional Documents • Logo and background can be JPG or PDF files • Add additional pages at the beginning or at the end of the document. • Add a specific page between every two pages of the document (ex. Terms). • Support most fonts • Support most languages and encodings
5) Baan Mail-Merge: Add 1) Parse 2) Recognize 3) Match 4) Customize 5) Add Baan Mail-Merge automatically adds “inserts” that go along the purchase order, like photos and datasheets of the items ordered
Add: Attach Additional Files Documents defined in document management system (like Baan Hot Link or ODM) can be automatically attached to the purchase order being sent.
Add: Attach Additional Files to E-mail The same file can always be sent together with the Baan document (as an example, the terms and conditions with the PO). You can also attach files depending on certain values in the document (as an example, an Auto. CAD drawing for every item in the PO). The purchase order it self
6) Baan Mail-Merge: Personalize 1) Parse 2) Recognize 3) Match 4) Customize 5) Add 6) Personalize Baan Mail-Merge automatically prepares a personalized message body or cover letter to go along the purchase order
Personalize: Message Body, Cover Page A personalized message to go along with the e-mail or fax being sent – includes free text, variables and labels. A user defined footer with address data. You can have a different message for every language of the document
1 Parse 2 Recognize 4 Customize 5 Add 3 Match 6 Personalize 4 5 6 Customize Attach Terms and photos of items Personalized Message Body
7) Baan Mail-Merge: Approve The Purchase Order Approval Module is for companies that need to sign purchase orders above a certain monetary threshold by one person or more, based on company specific rules. Purchase Orders below a certain threshold amount are automatically signed by the buyer and sent out, while all other purchase orders are routed to the responsible manager for approval within Baan/Ln. If additional managers need to sign the order, they will also be prompted for signature inside the Baan/Ln system.
Approve: Signing a Purchase Order The manager assigned to sign the Purchase Order will be notified with an email and will be directed to an approval session. If the Purchase Order is approved or denied, an email will be sent to notify the buyer about the fate of each Order.
Approve: Special Features • All attachments and addresses generated by Baan Mail-Merge are frozen waiting for the purchase order to be fully signed and approved • Every manager has a “backup manager” so that orders will not be stuck waiting for a manager ‘s signature when he/she is not available • A customized message (Language specific) is sent to the next manager in line to sign a certain purchase order • A notification mechanism is available for telling purchasing personnel about signing progress • An inquiry and a report are available for checking the status of all purchase orders in the approval process • Support a hierarchy of one up till five managers to sign a purchase order, based on different thresholds
8) Baan Mail-Merge: Deliver 1) Parse 2) Recognize 3) Match 4) Customize 5) Add 6) Personalize 7) Approve 8) Deliver Baan Mail-Merge can automatically delivers each document to the associated business partner.
Deliver: One-By-One With the “One by One” mode you can review each purchase order before sending it, verifying e-mail addresses and fax numbers, writing a special note to go along with it, possibly add/delete attachments, setting the e-mail priority and ask for an e-mail receipt.
Deliver: Automatic As an example, “Print Purchase Orders” to the Baan Mail. Merge device. (The purchase order run has 700 purchase orders) In few moments… 400 purchase orders will be e-mailed 100 purchase orders will be e-mailed and faxed 180 purchase orders will be faxed 700 purchase orders will be archived on disk 20 purchase orders will be printed (to be manually picked and sent by mail) All this will be done automatically!
Follow-up: Report of all Purchase Orders Delivered Baan Mail-Merge produces a log file that reports all purchase orders and attachments that were sent.
Baan Mail-Merge: Baan 4, Baan 5 and ERP Ln W&H Dentalwerk Buermoos in Austria were using Baan 4 and looked for a tool to be able to send PDF business documents by e-mail. They implemented Baan Mail-Merge in 2002 and used it to e-mail purchase orders and to dispatch production orders in a nightly job. When W&H decided to roll-out Infor ERP Ln 6. 1 in 2007, they upgraded Baan Mail-Merge. Josef Nobis from W&H summarizes the relationship with NAZDAQ: "The tools are reasonably priced and functioned problem-free once it is installed. Due to the service contract we could use the newest versions at any time and receive perfect support".
To get a free demo version contact us at: info@nazdaq-it. com NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln Customers. Other products from NAZDAQ are B 2 Win, B 2 Email, Baan Hot Link, B-Notified, Baan Color Changer and Baan Query Tool
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