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Baan Mail-Merge 6.5. Automatically E-mail, Fax, Print and Archive documents from Baan and ERP Ln such as purchase orders, sales invoices, reminders, acknowledgments and much more!. The Problem: Delivery of Documents. - PowerPoint PPT Presentation
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Baan Mail-Merge 6.5Automatically E-mail, Fax, Print and Archive documents
from Baan and ERP Ln such as purchase orders, sales invoices, reminders, acknowledgments and much more!
The Problem: Delivery of Documents
Everyday your company creates several documents such as purchase orders, invoices and reminders.
These documents need to be sent to suppliers, customers, subcontractors or internal employees.
You may wish to attach other documents like AutoCAD drawings, pictures or work instructions together with these Baan documents.
The challenge is to do this in a process that is reliable, speedy and cost effective.
The Solution: Baan Mail-Merge
Baan Mail-Merge allows companies to automatically e-mail, fax, print and archive documents. This powerful engine can handle any output coming from Baan or Infor ERP Ln.
Baan Mail-Merge - Benefits
Cut postage costs
Cut stationary costs
Cut phone costs (telephone tags or waiting for a fax)
Improve cash flow
Reduce lead time
Improve company image
Benefits (Amphenol Jaybeam)
Amphenol Jaybeam from the UK used to print all invoices and order confirmations and then send them by regular mail. Purchase orders were printed and faxed, 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 sales and Administration with sorting, folding and posting.When they implemented Baan Mail-Merge in 2008, sending is now 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
Baan Mail-Merge performs the following:
Parse to individual documentsRecognize supplier/customer for each documentMatch it with supplier/customer e-mail/FaxDeliver each document according to preference (E-mail, Fax, Print or Archive)
The Solution: Baan Mail-Merge on Purchase Orders
1) Parse Baan Mail-Merge automatically parses the run and recognizes Purchase Orders
The Solution: Baan Mail-Merge
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POSupplier
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1) Parse
2) Recognize
Baan Mail-Merge automatically recognizes the supplier for each Purchase Order
POSupplier
The Solution: Baan Mail-Merge
1) Parse
2) Recognize
3) Match
Baan Mail-Merge automatically matches each supplier with their address
The Solution: Baan Mail-Merge
1) Parse
2) Recognize
3) Match
4) Deliver
Baan Mail-Merge automatically delivers each purchase order to the associated supplier
Sending: E-mail
Documents are E-mailed as PDF files
Documents Need to look Professional
You can design your reports by adding your company’s logo, background
You can also sign your documents electronically
E-mail Messages can to be Personalized
You can write a personalized message to go along with the email being sent - you can use free text, variables and labels. The message can be in the language of the document
Not Everybody Wants to use E-mail
- In addition to E-mail, you can fax, print and archive documents in the same run (one of them or a combination)
- Documents can be printed on Windows or UNIX printers
- Faxing uses supplier fax data and an option for 100 additional address books
- Documents can be archived on disk with a unique filename
Faxing
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 when dealing with the great volume of documents they have.
Printing
Talum in Slovenia prints 250 invoices and 250 Performa 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.
Archiving
A Company in Germany found a creative way to use Baan Mail-Merge.
They began to use it in 2003, but wanted to archive all old purchase orders from 1999.
They initiated a job and printed all the old orders and created thousands of PDF files.
Run Mode: 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 the document sent, possibly add/delete attachments, setting the e-mail priority and ask for an email receipt.
Run Mode: 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 emailed
100 purchase orders will be emailed 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!
Attachments
The purchase order itself
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 AutoCAD drawing for every item in the PO).
Attachments
Mtorres from Spain uses cgm files (Graphics Metafiles) to view items.
They had a requirement to e-mail a production multi-level Bill of Material and attach a cgm file for every item.
This was also accomplished using Baan Mail-Merge auto-attach mechanism.
Purchase Approval Process
For companies where Purchase Orders above a certain monetary threshold need to be signed by two people, the Purchase Approval Extension comes into place
Purchase Orders below the 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
Purchase Approval Process
The manager assigned to sign the Purchase Order will be notified with an e-mail 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.
Purchase Approval Process
Approved Purchase Orders are ready to be released. This can be performed automatically by a batch job that will release all approved orders – or the buyer can check all approved orders and manually release them, while adding some additional remarks or attachments.
Baan Mail-Merge: Upgrade to LN
W&H Dentalwerk Buermoos in Austria 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 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".
