DMS - Document Management System

What is document management?

Today, document management is generally understood as the archiving and management of document

that are hardcopy in an electronic system. Based on the motto of "don't search, find!", employees can

access any document that has been archived by abas Business Software. This is a substantial advanta

over paper archives. Frequently, employees have to pursue a convoluted path and look through several

folders when they require filed documents. Double filing is necessary if employees are to find their

information quickly, but it still would not always be certain that the documents would be found. A

conventional archive therefore costs many companies valuable resources such as labor, space and

money that could be productively employed elsewhere. abas Business Software DMS secures,

administers and organizes all information from various company documents in accordance with an

automated, digital process. Customers can therefore save important company resources such as labor

and the space required by conventional archives.

Quick and comprehensive document research options save employees a considerable amount of time,

and enable them to make fast and flexible decisions. abas Business Software DMS enables all docume

to be sorted, compared or organized depending on the requirements. Each employee has a complete a

especially reliable database of information. No telephone call, offer, or order needs to be postponed

because the information needs to be gathered. This new organizational flexibility increases a company’

competitive edge.

Archiving

• Secure and structured filing of all documents

• Automatic transfer of documents from ERP software etc.

• Scanning of paper documents

• Archiving office documents

• Archiving e-mails by the user, or automatically

Searching

• Index search, full text search or a combination of both

• Notation, mark-up and stamp functions

• Mapping of entire processes

• Clear and simple user interface

• Comprehensive rights management

Workflow

• Distribution of documents (automatically or through ad hoc workflows)

• Simultaneous editing by user and/or groups

• Clear and transparent

• Deadline monitoring and record of editing

• Complex release, account assignment and posting options

 

Document interpretation

• Reading out document information by template or free-form

• Transfer of recognized data for archiving

• Automatic check against external data

• Automation of entire business processes

• Extensive check/inspect and learning functions

 

Document management saves and archives the entire company’s information and optimizes the

company’s entire operational structure, representing a logical extension to abas Business Software. Ou

customers cite the following in answer to the question: What have you achieved by the introduction of

HABEL?

Advantages for sales

Clear and transparent:

All archived documents on a transaction are displayed through the “Sales order No.” or “Project No

From the customer inquiry to the invoice – regardless of which program was used to create the

document.

Shortcuts:

With fast access to documents using internal or external requests at the workstation, employees ar

spared the annoying trek to the paper archive.

Fast access to information – higher satisfaction:

Customer satisfaction is increased as sales employees can give customers the desired information

over the phone, thanks to efficient document retrieval.

Increased active sales time:

The clear reduction in filing and search times increases the time available for actively pursuing sale

Employees can focus more intensively on customer care and new acquisitions.

Reduction in costs:

Double filing, copying and delays in the flow of information are all a thing of the past, as every

employee has access to the same document from the time it’s archived.

Advantages for purchasing

Clear and transparent:

All documents on a transaction are displayed through the “Purchasing order No.” From the supplier

inquiry to the invoice – regardless of which program was used to create the document.

More time for important matters:

The clear reduction in filing and search times increases the time available for effective purchasing

processes.

 

Fewer queries:

Neighboring departments such as e.g. production and sales with the appropriate access rights can

recognize for themselves whether certain materials have been ordered.

Advantages for financial accounting

Security:

100% document security, because abas Business Software DMS makes use of a variety of control

functions that monitor the completeness of the documents (no posting without a document!).

Discrepancies are reported immediately.

Convenient document access:

The archived input or credit memo can be displayed immediately after posting in abas Business

Software.

Complete documentation:

Documentation relating to reminders is available as proof in debt collection actions.

Traceability:

Where there are queries on invoices, the entire billing process can be displayed by entering the

invoice number to check an adjustment of the payment arrangements.

Cash discounts:

Purchase invoices reach their “destination” more quickly and so can often be posted for payment w

a cash discount.

Advantages for production

Transparency:

By archiving business orders, the various work processes can be reconstructed at a later point.

Types of documents, search criteria and interfaces in abas Business Softwar

DMS