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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!. 1. NAZDAQ Company. Agenda. 2. The Problem. 3. Important Facts. 4. Baan Mail Merge Solution. - PowerPoint PPT Presentation
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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.
Fax
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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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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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
