For customers looking for an electronic document solution, CBIZ suggests using Continia Document Capture and Output along with Microsoft Dynamics. A complete solution, users can import and retrieve incoming documents as well as send outgoing documents and additional information.
Registration of Invoices
Continia Document Capture provides an automated system that will read electronic documents and create an invoice in Microsoft Dynamics NAV. This can then be attached to a copy invoice for future reference.
PDF Invoices which are emailed can be automatically downloaded and processed and paper copies can be scanned and imported using an OCR (optical character recognition, which converts document types and allows them to be searched) software.
The software reads the invoices and relates the relevant information into NAV, while formats such as XML can be easily imported in. Users can also set up specific templates to capture the information they require.
Once the documents have been imported, features such as vendor detection are used to match the invoice to a template and create an invoice in NAV. It also means that invoices can be matched to orders or receipts already in the system and then linked to NAV approvals or direct posting.
When invoices are sent for approval users can access these from either the web portal or client version of NAV. Non-NAV users can access them from the Continia Web Approval site.
Users have flexibility to access the system from anywhere and at any time and to approve, reject or forward the documents. Users can add comments or attachments and view all the details required, such as an invoice in NAV or a copy of the original.
Retrieving Document Details
All files imported are stored as part of a digital archive, allowing users to access the original document when required. They can be viewed from various places, including posted invoice or the general ledger entry in NAV. The documents can be searched for text even if this information was not entered in a NAV invoice field.
Continia Document Output provides a simple solution to emailing documents as it comes with a ready-to-use set of templates as standard. It also gives users the flexibility to customise these to suit their needs or create their own. The process of distributing documents, such as invoices, reminders and credit notes, can be automated.
Documents to Send
The package comes with a set of predefined email templates, each designed for the report they’re sending. They are all linked to NAV reporting and contain details of the sender and any additional information. Examples of what can be sent and some of the default email templates are:
- Credit memos
- Customer statements
- Delivery notes
An Outlook client is used to create or customise the email templates, giving users the ability to add banners, logos and files as required. Smart fields can also be used to automatically merge information onto the emails, including the sender’s details, customer name and other details, and linked to a report in NAV.
Continia Document Output enables users to view the emails which have been sent using unique ‘fact boxes’ in NAV. These can be viewed from the customer information ‘card’ as well as document pages such as a sales order. The Document Output records what emails have been sent, when, to who, and what the document type was. All fact boxes link to an email log which holds information on the document sent.
Continia Document Output allows for the management of both printing and emailing reports and emailing them depending on customer preference listed on an overview screen.
It allows you to control which actions to carry out and when, and once the documents have been processed they are removed from the list. This can be automated to process documents as frequently as needed, and a schedule set up in NAV to print or email accordingly.