Document Management

The Document Management system has the ability to store documents linked to specific events and transactions for easy future reference. A separate server and backup system is used for Document Management. Basic document types are set up and maintained by Ibcos to provide a general basis for storing incoming documents. Document rules may be set up by the user/company to create more specific storage rules. It is also possible to manually store documents that have not been stored automatically by the document types or rules.

Documents can be linked to:

• Customers - e.g. Quotations and correspondence
• Wholegoods/Vehicles - e.g. Deal sheet, pictures, signed order, purchase order, V55
• Supplier transactions - e.g. Copy purchase invoices
• Workshop job - e.g. Quotations, correspondence, pictures,
• Parts - e.g. Related service bulletins, pictures, technical drawings
• Parts purchase orders - e.g. Purchase order, related purchase invoices
• Plant contracts - e.g. Customer order, delivery note, damage report
• Cashbook reconciliation - e.g. Related bank statement
• Nominal transactions - e.g. Fixed asset purchase invoice
• The list keeps going - the possibilities are endless

In a multi-depot company the costs of handling all the paper flow around the depots is massive, with the “Doc Store” this can all be handled electronically. You find the event in the system and all the relevant documents are attached……fantastic! The Doc Store is like a massive filing system with a pre-built indexing system, so much of the paper in your business will relate directly to an event in the system.

The main route into the archive is via email, this can either be direct from the source e.g. supplier invoices coming by email or paper documents scanned and emailed direct to the document store using a network scanner. The Doc Store rules then interpret the subject line and file the document accordingly. Where an agreement is reached with a manufacturer who wishes to produce only electronic invoices, Gold is able to store these and provide an automatic process to match the invoice to the purchase order(s) raised. This can automate the invoice confirmation process where the manufacturer has worked with us to develop a Parts E-Billing interface.

Multiple separate documents can also be scanned together and emailed to the document store in one. The Document Analyser is then used to separate the documents into batches and store one or more to the relevant area of Gold. This “roll-through” option allows quick storage of a large number of documents.

An electronic document approval and payment authorisation system is also included, this can automate the sending of documents for sign off based on the document type and the value, e.g. the Parts Manager can approve parts purchase invoices up to £5,000 but over that value the Managing Director has final approval. The system then tracks the approvals required and alerts the user in the menu to the number of documents they have pending. Kill the paper chase; imagine this flexibility and no paper in sight!

Key features are:

• Integrated with all the key events in the accounting system
• Archiving and storage totally integrated throughout the system
• Automated indexing based on the system understanding the document types
• Delivery of documents by email, or network folder
• Bespoke Doc Analyser – on screen filing ability with all the system look-ups”
• Multiple file versions - document can be saved multiple times to the document store and a version number maintained automatically e.g. a customer quotation with various options
• Dual Screen Setup (1 PC with 2 Monitors) - documents can be displayed on one screen and Gold on the second screen – the best way for high volume users
• All the enquiry and transaction posting programs in Gold display a documents tab containing any documents stored
• Outgoing documents such as customer statements or batch invoices can be stored automatically
• Many different file types are supported including: Word, Excel, Rich Text, PDF, HTML, CSV and image files (JPEG)
• The ability to add notes to a document and handle invoice disputes etc
• Document and payment approval system based on:
  - Type of Document
  - Depot
  - Transaction value authority levels
• Full document security levels to protect sensitive and confidential document types
• Month end security back-up burns a DVD with the documents for the month
• Daily automated back-up to USB hard drive or Ultrium tape drive
• Mirrored hard disks for added uptime and data security
• Separate server for doc store to avoid bottlenecks, performance issues and slowing of core systems