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  PURCHASING PROCESS

We live in an era marked by constant changes. The world we live in is evolving from paper-based information systems to digital content systems managed by innovative information technologies. Document Management is set to become more important for the social business since organizations will need more information management efficiency.

GA Technologies has over 30 years of experience in the document management industry supporting businesses from all sizes and across all main industries with their information management needs. The Knowledge Center aims to share with you all our knowledge, concepts, experiences and key information you need to enter the paperless world successfully.

SCAV SOLUTIONS


DO YOU HAVE PROBLEMS WITH THE PURCHASING PROCESS?

Problems related to the effective flow of information within the organization are mainly related to paper handling and processing.

Process automation through a Document Management System is the most effective way to solve problems related with access to information, slow process times and lost documents, among others.

In the case of a purchasing process, an effective process automation solution should have the following components: Catalogs and a Workflow.

HOW TO DO IT

The objective is to centralize purchasing operations, purchase related documents and related payments. The solution is comprised of 3 linked Catalogs and 1 Workflow:

1) Purchasing Catalog
2) Purchasing Documents Catalog
3) Payments Catalog
4) Payments Workflow

1) Purchasing Catalog

Catalogs are databases that contain different file format documents with similar characteristics. In our specific example, the Purchasing Catalog will allow you to build a centralized repository to record and store all files related to each purchase process.

Functions of the Purchasing Catalog

The Purchasing Catalog has the following functions:

-- Easily and quickly record all purchase information on a standardized way.
-- Centralize all purchase related files, regarding of format (text, e-mail, digital
images, pictures, voice, video, websites).
-- Enable the quick search capability using any field in the catalog.
-- Relate a specific purchase to all its related documents and payments.
-- Ensure information confidentiality and security through access passwords.

2) Purchasing Documents Catalog

The Purchasing Documents Catalog stores all documents related to a purchase (documents received or generated). This catalog serves two purposes: i) store every documents regardless its format; ii) link these documents with the corresponding Purchasing File created in the Purchasing Catalog. The software links both Catalogs through the Reference Number (NumRef) assigned to the purchasing file created in the Purchasing Catalog.

Functions of the Purchasing Documents Catalog

The Purchasing Documents Catalog has the following functions:

+ Record all purchase related files.
+ Centralize all purchase related files, regardless its format.
+ Enable the quick search capability using any field in the Catalog.

3) Payments Catalog

The Payments Catalog contains all monetary expenditures related to purchases registered in the Purchasing Catalog. These 2 catalogs are linked through the Reference Number (NumRef) field.

Functions of the Payments Catalog

The Payments Catalog has the following functions:

+ Record the information of purchase related payments (checks, bank transfers).
+ Centralize all payment related files.
+ Enable the quick search capability using any field in the catalog.

4) Payments Workflow

The workflow is a very useful and versatile tool because it adapts to each organization’s particular business requirements. Workflows can be comprised by as many workstations as needed, and workstations can perform one or multiple tasks.

For example, a simple Payments Workflow can be comprised by six Workstations:

1. Payment Request
2. Payment Approval
3. Bookkeeping entry
4. Funds availability check
5. Check Issuing
6. Cashier

The image below shows the workstations decisions to be made throughout the Workflow:



Workflow Report

A workflow report is generated by the system to enable an auditing process. This report will show workstation performance and response time. It also can be generated in real time and exported to different applications.

THE BENEFITS

A Document Management System could bring multiple benefits to your organization’s Purchasing Process:

? The use of digital files minimizes the need of paper–based documents.
? Enables complete control over documents.
? Enables process automation through the use of Workflows.
? Integrates with the company’s ERP to work with already existing data.
? Minimizes risks related to process delays and lost documents.
? Reduces process delays and ‘bottlenecks’.
? Ensures adherence to the company’s policies and procedures.
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