Transcript Baan Mail Merge 7.1

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
2. The Problem
3. Important Facts
4. Baan Mail Merge Solution
5. Success Stories
NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln. The
NAZDAQ tools provide a great return on investment and enable Emailing, 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
Working with documents
Handling the mass number of documents created
daily, is every company’s challenge
Working 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
Working 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
Working with documents
Most Organizations are not aware of the
amount of time and money spent on working
with documents
30$/hr, knowledge workers waste 4,500$/year,
working with paper
15% of
company
revenue
60% of
employee time
90% of
business
inform-action
85% of docs in
paper form
The Average
doc is copied 5
times
Total cost:
4,500$/year
Working with documents
Greener 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!
Baan Mail-Merge
Purchase Orders
E-mail
Invoices
Fax
Order
Acknowledgments
Print
Reminders
Archive
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.
7 Phases
Parse
Recognize
Match
Customize
Add
Personalize
Deliver
Parse, Recognize & Match – (Phase 1-3)
P.O
Parse
Supplier
Match
200120
345672
Baan Mail-Merge
automatically
recognizes the
business partner
after parsing each
document (supplier
for purchase order)
120130
342567
200203
230345
123456
120130
675234
223109
234569
Recognize
123459
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
Customize – (Phase 4)
Customize
An easy to use design
allows for adding
company logo,
background
You can also
sign your
document
electronically
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
Add – Example (Phase 5)
25825
26852
28841
41414
25825
26852
28841
41414
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)
Personalize – (Phase 6)
Free Text
Personalize
Baan Mail-Merge
automatically
prepares a
personalized
message body or
cover letter to go
along with the
document
Variables &
Labels
User Defined
Footer
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.
Summary of 6 Phases
Parse
Recognize
Match
Customize
Add
Personalize
Deliver – (Phase 7)
Deliver
Baan Mail-Merge can
automatically deliver
each document to the
associated business
partner
Before you Deliver – The Approval Module
With an additional
module, you can send
purchase orders for cycle
approval by managers
before delivering
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.
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.
Deliver – An Example (Phase 7)
Print Purchase Orders” to the Baan Mail-Merge device (The purchase order run has
700 purchase orders)
400
E-mailed
100 E-mailed & Faxed
180
Faxed
700 Archived on Disk
20
Printed
+
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
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
Main Features
Baan Mail-Merge produces a log file that reports all documents
and attachments that were sent
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
Benefits
Cut postage costs
Cut stationary costs
Cut phone costs (telephone tags or waiting for
fax)
Improve cash flow
Reduce lead time
Automate & improve business processes
Improve company image (greener, better service)
Success Story - Faxing
JVK in Canada uses the NAZDAQ solution to email 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 inhouse fax servers.
It has proved to be definitely faster &
more effective when dealing with the
great volume of documents they have!
Success Story - Printing
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!
Success Story
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 MailMerge.
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".
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