Software | Menu
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:
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: