Baan Mail Merge 7.2

Baan Mail Merge 7.2

Automatically E-mail, Fax, Print and Archive documents from Baan and ERP LN; such as Purchase Orders, Sales Invoices, Reminders, acknowledgments and much more!

Agenda1. NAZDAQ Company

2. The Problem

3. Important Facts

4. Baan Mail Merge Solution

5. Success Stories

About NAZDAQ – Since 1999

NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln. The NAZDAQ tools provide a great return on investment and enable E-mailing, faxing, archiving, printing documents like Purchase Orders and Invoices, and allow an easy way to convert reports to Excel, Word, PDF HTML and XML. Other solutions cover areas of document management, reporting and notification. The NAZDAQ tools are installed at hundreds of servers in more than 60 countries. They are used daily by users to automate transfer of Baan reports into front-office applications, as well as automating business processes.

www.nazdaq-it.com

The ProblemWorking with documents

Handling the mass number of documents created daily, is every company’s challenge

The ProblemWorking with documents

Company’s daily challenge of creating mass number of documents:

Documents such as purchase orders, invoices and reminders need to be sent to business partners

Performing this process in reliable, speedy and cost effective way

The ProblemWorking with documents

The demands of every modern enterprise boils down to:

Improve customer/vendor communications

Improve cash flow

Spend less money doing it

With no complications

Important FactsWorking with documents

Most Organizations are not aware of the amount of time and money spent on working with documents30$/hr, knowledge workers waste 4,500$/year, working with paper

90% of business

inform-action

60% of employee time

15% of company revenue

Total cost: 4,500$/year

The Average doc is copied 5

times

85% of docs in paper form

The ProblemWorking with documents

The challenge is to effectively work with and distribute

documents as well as reduce organization costs!

Important FactsGreener is better

Saving the planet and our wallet

Automating paper & office processes workflow

Less reliance on paper based transactions

Evolving business processes “to do more with less”

Organizations with all sizes are challenged today to improve business processes, in order to comply to

international standards!

The SolutionBaan Mail-Merge

Purchase Orders

Invoices

Order Acknowledgments

Reminders

Baan Mail-Merge allows companies to automatically e-mail, fax, print and archive documents. This powerful engine can handle any output comings from Baan or Infor ERP Ln.

E-mail

Fax

Print

Archive

How Baan Mail-Merge works?7 Phases

Parse Recognize Match Customize Add Personalize Deliver

How Baan Mail-Merge Works? Parse, Recognize & Match – (Phase 1-3)

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222

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120130

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P.O SupplierParse

Recognize

Baan Mail-Merge automatically recognizes the business partner after parsing each document (supplier for purchase order)

Match

Baan Mail-Merge automatically matches each supplier or customer with their preferred method of delivery: e-mail address, fax number, printer name and archive path

How Baan Mail-Merge Works ?Customize – (Phase 4)

Customize

An easy to use design allows for adding company logo, background

You can also sign your document electronically

How Baan Mail-Merge Works?Add – (Phase 5)

Add

Baan Mail-Merge automatically adds “inserts” that go along the document; such as photos and datasheets of the items ordered Documents defined in document management system (such as

Baan Hot Link or ODM) can be automatically attached to document being sent

How Baan Mail-Merge Works? Add – Example (Phase 5)

You can also attach files to the Baan document depending on certain values (as an example, terms and conditions, or/and an AutoCAD drawing for every item in the PO)

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26852

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How Baan Mail-Merge Works?Personalize – (Phase 6)

Personalize

Baan Mail-Merge automatically prepares a personalized message body or cover letter to go along with the document

A personalized message can go along with the e-mail or fax being sent – includes free text, variables and labels. A user defined footer with address data.

Free Text

Variables & Labels

User Defined Footer

How Baan Mail-Merge Works?Summary of 6 Phases

Parse Recognize Match Customize Add Personalize

How Baan Mail-Merge Works?Deliver – (Phase 7)

Deliver

Baan Mail-Merge can automatically deliver each document to the associated business partner

How Baan Mail-Merge Works?Before you Deliver – The Approval Module

With an additional module, you can send purchase orders for cycle approval by managers before delivering

How Baan Mail-Merge Works?Deliver – Interactive mode (Phase 7)

With the “One-by-One” mode, you can review each document before sending it, verify e-mail addresses and fax numbers, write a special note to go along with the document sent, possibly add/delete attachments, set the e-mail priority and ask for an e-mail receipt.

How Baan Mail-Merge Works?Deliver – Automatic mode (Phase 7)

With the “Automatic” mode, you can schedule a nightly job were documents will be automatically sent to e-mail addresses, fax numbers , printers as well as archived.

How Baan Mail-Merge Works?Deliver – An Example (Phase 7)

E-mailed400

Print Purchase Orders” to the Baan Mail-Merge device (The purchase order run has 700 purchase orders)

E-mailed & Faxed100

Faxed180

Archived on Disk700

Printed20

+

All this is done Automatically!

Why Baan Mail-Merge?Main Features

Each document can be sent to a combination of delivery methods: e-mail, fax, printer and archive

Request receipt and priority for e-mails

Multiple printers can be defined for every printout

Support for multiple address books

Why Baan Mail-Merge?Main Features

Support for different e-email systems

Support for different fax servers

Printing on server or client

Archiving on server or client

Supports all Baan versions: Baan4, Baan5, ERP LN

Why Baan Mail-Merge?Main Features

Baan Mail-Merge produces a log file that reports all documents and attachments that were sent

Why Baan Mail-Merge?Barcode and Special Graphics Extension

Support for barcode and special characters when generating PDF files

Automatic inclusion of logo, footer, background and signature

This extension uses a special printer that works through centralized installation on each Windows client using Mail-Merge

Why Baan Mail-Merge?Benefits

Cut postage costsCut stationary costsCut phone costs (telephone tags or waiting for fax)Improve cash flowReduce lead timeAutomate & improve business processesImprove company image (greener, better service)

JVK in CanadaSuccess Story - Faxing

customer

JVK in Canada uses the NAZDAQ solution to e-mail and fax acknowledgments to customers, including sending a copy to the sales representative.

When JVK was looking for a fax solution to integrate with Baan Mail-Merge in 2003, few options were available.They decided to choose Internet faxing as they found it to be an economical solution to in-house fax servers.

It has proved to be definitely faster & more effective when dealing with the great volume of documents they have!

Talum in SloveniaSuccess Story - Printing

customer

Talum in Slovenia prints 250 invoices and 250 Proforma invoices every day.

They wanted to print each one at different printers in different departments: Finance, Marketing, the mother company, the warehouse and the shipping departments.

All this was accomplished using Baan Mail-Merge!

W&H in AustriaSuccess Story

customer

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 IT manager at 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".

Selected Customers

Selected Customers

To receive our Free Demo version contact us at:

Free Demoinfo@nazdaq-it.com