Automated sales order processing for Legal Services

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good afternoon and welcome to the raucous balm computer consulting monthly webinar series my name is kelly and thank you for joining us today for our webinar on go paperless with doc link automate your sales order process and get paid faster today we've invited alltech to show you doclink the sage endorsed document management and business process automation solution with the doc link you can automate the sales order process be able to easily track orders minimize data entry and have access to your documents from anywhere at any time we're going to learn how dockling can help you get rid of the paper and automate your order to cash process which will streamline efficiencies enable you to get paid faster this webinar is for you so if you have any questions during the presentation please go ahead and type that into the chat or the question section we'll get to those at the end and without further ado i'd like to introduce kurt hixson all tech sales director an igor crass sales engineer who will be showing us a demo of backlink kurt hand it off to you thanks everyone uh this is uh kurt hixson sales director for central region thanks kelly for the intro we'll jump into it um so i know everyone's probably uh enjoying a sandwich or whatnot during the lunch hour depending on where you're at but what we'll be discussing today is docklink and the automation of your sales order process and some other avenues that dockling can work in today so let's start shall we so as you may or may not know we have been going through a digital transformation and this has been uh taking place over the last couple years and i think last year it's been greatly expedited obvious for obvious reasons you know a lot of folks working remote etc but at the end of the day what this digital transformation is is it's really about connecting people processes and data for that competitive advantage right having access to business critical information with a couple clicks of a button from no matter where you are whether you're in the office or out on the road right having that information is key so what doc link does is it really bridges the gap right so we're all about connecting people with the processes and data originate outside the erp or even within it as well from there we like to streamline so once we have that data we can now streamline so operations get better better access and visibility you know where things are at any point in time with a solution like doc link and then what we'll be talking about today is the delivery component right so we can attach documents and make those packet and deliver those out to customers and vendors automatically so again creating that kind of competitive advantage if you will so let's talk about what doc link is more or less a high level kind of a 10 000 foot hierarchy so doc link is a standalone repository it's going to be represented here by the doc link logo in the center of the circle and the idea here is we want to capture documents and data as it comes into the organization so we have various ways of capturing this information off those documents right from scan captures to ocr to barcodes to email right but the idea here is is we have various ways of doing this because we don't want to force our customers or prospects into one way of capturing a document we want to you know be able to provide multiple ways of doing this so once that document's been captured and it's housed in the document repository then the business process of that document really takes place and what we mean by that is we start talking about our workflow tool and the automation behind workflow and dictating where documents need to go based on that data that was captured whenever we stored that document in the repository within this process scenario we also have what we would call our smart form toolkit smart forms are digital forms that can be created within doc link and with these forms you're really getting rid of any paper-based form you're using internally right so for example maybe a sales order sheet that's on excel or maybe a purchase requisition that's that's excel based or word-based right we're getting rid of that creating a digital form within doc and along the way right so of this process scenario behind the scenes we're going to be communicating with sage we have a very robust integration into sage and so what that means is we're not trying to replace sage by any means what we want to do is we want to make sage stronger so we want to build upon your initial investment we want to fill in some of the the shortcomings that you're experiencing with sage and document management and really help refine that tool and then with this as well we have the ability to retrieve right so it wouldn't be a document management solution if you didn't have access to documents again from wherever you are so you know we have a web client capability we have a desktop application we have a mobile app and then we also again have that integration of sage where we can actually view documents directly from sage itself so folks that live in sage a majority of the time maybe ap ar they can go and stay in sage and click a button and automatically recall documents while they're in sage they're not necessarily having to jump between the two platforms so that's the nice thing there and then as i mentioned we're going to be talking about the delivery aspect so within sage we understand that you can send out an ar invoice but oftentimes customers or vendors are going to require more documentation to come along with that ar invoice right whether it's a delivery ticket maybe previous quotes they want all that information when that invoice is sent out so we can package all that info behind the scenes and with the pre-configured routing list we can automatically send that packet of documents to the customer or vendor based on their preference right so email we can print it email it whatever right so here is document that 10 000 foot overview and what we'll be discussing today right so capture storage process retrieval integration and of course delivery so what we'll be focusing more or less today on our demonstration in this conversation is going to be the sales order process right so we want to talk about that cash to quote scenario so before i do that i'm going to pose a question out here and katie is going to let us know what what the verdict is but really what i want to get a sense of what are your challenges in the sales order process today is it a too much time doing data entry b tracking misplace order c timely billing to clients or d able to locate associated documents so i'll give everyone a minute there there should be a poll that has popped up and once we get we'll give everyone a few moments here to answer that and then we'll move on momentarily all right i'll go ahead and move on here let's talk about the quote to cash scenario so your typical quote to cash scenario is going to look something like this right it starts with a quote customer po is generated and it sells order order acknowledgement there's pick tickets there's that ar invoice and then the customer payment from quote to ar invoice we can capture all this data and house it in the document repository and then once that payment has come in we can also house that payment uh remittance within doc link as well so if someone were to go in and look up a quote and it's already gone through the whole cycle they would they should be able to see the quote all the way to the customer payment within doc link which is great so for the the automation behind this is you know we want to capture and deliver quotes and order acknowledge right so we want to get rid of this manual paper process so when it comes in we want to capture those what we want to you know be able to handle sign pick tickets and delivery tickets with no filing or no real data entry so we'll talk about how how we can do that automated delivery of the ar invoices i've explained how this works and what we'll show you what it looks like momentarily and then we have the integration and retrieval of documents right so the traceability accessibility to where those documents are again through various touch points whether again it's that web client the desktop application mobile app etc right so these are the main parts and components of kind of that sales order process that we'll be showing and discussing today so again it kind of starts with those quotes right so that quote gets generated we can automatically capture that with an arm capture if it's been generated out of a third party especially sage we'll bring that in and you'll see on the right hand side there's index property values so that document has been indexed and now we can search this document based on that property value or we can actually tie documents together based on that so whether it's a document number or document id which is made probably the quote number we can attach documents to it as it comes into the organization so that would be for the quote for pick tickets oftentimes you know there's barcodes that we can leverage and grab this information using our barcode module and bring that into doc link so there again there's no filing or no data entry we're leveraging the data that's on the document you know in the delivery receipt as well so if there's a signed delivery receipt that needs to go along if there's a barcode on it again we'll leverage that barcode module we'll bring that in and off we go running so you can also capture these documents via the mobile app as well so if you would want to capture any document you could easily do so you know if you want to capture that receipt or anything else really you can upload that into doc link very easily and show you how so you would capture the document and bring that in so if you wanted to bring the pick ticket in or delivery ticket in that way you can do so and add a little bit of detail with that so customer name job number and that's all it would need to do and it'll be in the repository for processing and that document would be uploaded the next is going to be for ar invoices and supplemental documents and this is something igor will touch on a little bit more in detail here momentarily but again as i mentioned if we want to attach these documents together so in this case it's a invoice and a purchase order with the details this is going to be automatically routed out to the customer or vendor so you see that there is the attachments and those would been sent out with this pre-configured body in the email with the details you know so again that self-service access multiple devices multiple touch points of accessing this information really does help when you're talking about any type of process within the organization not just the sales order process but but really any process so always want to heavily emphasize the fact that you have access to this critical data from wherever you are no matter what process you're really talking about but what i want to do now is i want to hand this over to igor and we want to actually show this process live so you get a better understanding of what this looks like so i'm going to go ahead and make your a presenter now as the court mentioned we're going to be looking a couple of things through our processes and there will be a quite high level to of course give you a complete sense of what the product can do and we're going to have a look at different methods of getting the documents imported and getting the documents and for the sales order process let's first have a look at the documents that come out or come to your company where you need to onboard them from the outside source being specifically reception of documents via let's say paper mail or let's say onboarding of the big tickets when they come in and you need to scan them in any document can be onboarded in a variety of methods if you're looking at the pick ticket so on my screen right here i have a big ticket available and it has a barcode as court pension so this is one of the very popular and important methods of onboarding in the framework of getting the documents into the system and eliminating the manual indexing components so we have our shipment number and our pick ticket number right there in a form of a barcode so this document just needs to be scanned in or dropped into a folder so in our case to simulate this process i have a folder on the right hand side where i can simply drop my big ticket and doc link is going to pick it up and automatically index that document based on the available barcode value so to do that i'm just selecting this big ticket copying it and placing it into a folder so everything else is going to be done automatically by dockling so pick ticket of course will be associated with the order for example based on the order number associated with the shipment number associated with the picture number that's kind of the step number one if we're talking about the customer's po that you receive by far the most effective method of getting them in is going to be um reception of these documents via email so let's say if an order comes in via email we definitely recommend to have the documents being sent to a generic email address like in my case that's customer pio at myaltech.com but it goes without saying that in in the case of a live environment that email will be definitely represented by your own generic email address from where we're going to pick up the data and push it uh into the workflow associated with the customer order processing for example but in general that's the way to go but at the same time if you have a paper document you can kind of do the same thing with it you can scan it into a folder associated with the order processing so i have a customer order as well as the as the pig slip and now we're going to scan it and bring it into the workflow so this is how the outside documents that are not in your erp can be brought in into the umbrella of the system and linked together very easily right they just coming in we have a big slips we have uh customer orders they're coming in and we can bring them into the associated workflows with very much ease and convenience when customer is placing the order of course there has been for example a quote that preceded this document for example in the system this is where capturing of quotes and maybe sending out the order acknowledgements comes into play and i'm going to demonstrate this on an example of an order confirmation because the process would be very much similar between the quotes and the order confirmation themselves so for example i'm going to oh sorry on screen i will just go to the transactions the order entry so for example um if you're looking at the order entry where you know that the order is being created and you are ready to send it order out i'll just take the last order that we have on the system or we can select one of the existing orders let's say order number five or 75 right there so when the order is created technically it's ready to be sent out right and what we would like to do at the same time as kurt mentioned we not only would like to send out that order but maybe send out a copy of the quote but the caption of the code copy and caption of the copy of the order itself would be done from the screen basically by posting and printing this order or posting and printing the set quote that action is effectively accomplishes two things at the same time the first one is that we are getting the copy of the order number 75 stored in dockland automatically and the second component there is going to be of course getting the copy of the order acknowledgement also sent to the customer and the order acknowledgement can come out with variety of documents attached to it depends on how the distribution method is set up so for example it can be just the order acknowledgement or perhaps that can be an other document that is also attached and sent together with that document so for example i'm going to hit post and print and system alarms means you can see would you like to print this order confirmation and send it out and i will say yes i would like so i'm going to hit print and what happens on this stage is effectively we are printing a copy of the order to dark link as i mentioned at the same time what is taking place is that we are also sending out an order confirmation to the system so for example this is an order confirmation with the copy of an order that the customer place so the one that we scanned into the workflow so we have a copy of the sales order that is coming out and copy of the customer order that they place for example and at the same time it can be even a more robust system that's the latest one came in just a second ago so for example this is our picking pick ticket that we also scan into the system so this one has been automatically distributed by us that we picked and the order is ready to be shipped uh and we have attached picks uh big ticket and emailed out to the customer and as you can see we have one email for the pick ticket and another email we have for the sales order and the sales order confirmation has two documents attached we have a sales order and we have original customer purchase order the question would be can it be all combined together and the question is absolutely yes so the distribution parameters the one the document uses to distribute documents out is very flexible so your documents can be all combined together and send out as a big email where it has everything together being sales order confirmation customer will be the original order the pick ticket and the quote all three kind of lump together and send out or it can be similar to the example that we have with the pack with the pick ticket uh sent out one at the time and you completely controlled that so if you choose to send one confirmation to time you are definitely able to do so it can be signed documents it can be delivery tickets all of that can be taken together and send out now another important document in this section is going to be of course a copy of the ar invoice and in this example also you probably guessed the document originates in uh sage itself so we do have uh let me close the order entries can go to the ar invoices so for example we have our ar invoice right here that you're going to create and from here you can save it and of course similarly to the big ticket similarly to the order uh you do have ability to print it store it to dark link and at the same time distribute so for example in this instance i'm also going to hit print and i'm going to send this to the printer destination to print a copy of the ar and voice and distribute that one similarly to the distribution of the sales of the confirmation that we have here on the screen at the same time with the ar invoice multiple documents can be distributed so if you're looking at this example i have it's very so in a very simple setting so we have ar invoice attached we have the uh the body of the email automatically generated with the invoice number of course the total amounts things like that sent out but if you're going back to the original thing that they showed a moment ago we also can have multiple documents attached to the complete package so yeah that's the latest one that came in right here so it's a similar copy can you have an entire package including the original order customer order packing slips code confirmation everything lumped together and sent out as a final billing absolutely yes and this is where added power and convenience of darkling comes into play as kurt mentioned can you just email documents out of sage absolutely yes it's very simple very convenient you just hit you just hit the button to uh to email it out but the dark link takes it to a completely new level you can take multiple documents like in this example of the order confirmation and send out big packages or documents that you have in the system store and make it easier to provide customers with information that they would like that they need at the same time the next very powerful tool that is available at the customer's disposal is going to be the search and retrieval documents out of the system and in this example we are what i would like to show is the searches in the web client so first of all um if we have a look at the system it's a very robust tool to run custom forms to run workflows and of course to search for information so for example we were looking today at the sales order number 75 and uh we have number of documents available for that order specifically being sales order itself quotes uh pick slips proofs of delivery things like that so this is the package that we can look at and there can be multiple shipments associated with this order and in this example i can take all the documents that i am interested in to see at the same time i'm just selecting them and i can open them and i can see them side by side or one at a time so for example this is my pick snip that we submitted this is my customer order that we've got this is my proof of delivery we have our sales order that we send out and of course we have the pick slip that we have right here so that's all together but at the same time if i would like i can go ahead and just position it as vertical tiles and see multiple documents at the same time this is a very powerful tool from perspective of searching data and even if you take it further you can provide your customer with quick searches when you can identify specific document type that they are able to search for example they can go to the quick search when they'll log in into the system and see the orders order details that you allow them to see they can punch in the order number 75 as we walked here and see that document today again we are just touching bases on search and retrieval brief overview of what the system can do another thing that i wanted to show is a workflow so the workflow processes it effectively means governing of of life cycles of documents and in our example today we have a customer po that we would like to process for example so we got it uh submitted to us it came via email maybe we scanned it in and at the same time maybe it's supposed to undergo review and for example confirmation or maybe we need to update the code based on the order they're trying to place because we discussed something one thing and they send us another order for another thing so in this example users can see customer orders that come in and let's say this is an order related to the order 75 right there is selected at customer order we can see the order that they sent to us uh an outline in the details that they came via email and in this example while reviewing the order i can uh from here uh looking at the information i can send this order to be approved and processed by just hitting send and approve or maybe i need to do additional research i can actually open this order like this i can have a look at the order details maybe some notes that are present from other team members in this team members here put my notes on the document saying for example i will put the sticky notes and indicate that all good that it can be processed all good process and i can apply and put my quick quick note right here and at the same time i can give my approval notes i can give my permanent notes to this document also to indicate that it has been looked at and approved by myself so i can give my approval note and also give my node information same please process is nsap and now i can send it to the approved for processing status so doc darkling has a variety of tools available for the user to manage and handle lifecycles it can be a custom appeal processing it can be quotes processing it can be a form that will facilitate creation of a quote so for example instead of going through the sage screen for the code creation users may be using a financial form being a smartphone to actually create a quote in the system or create a sales order in the system and these are the tools that allow users to drive and run the the processes under the umbrella and under the gaze of the document management with the full control as well as give access to these environments to much many more people because for example you definitely don't want your sales team to be in the erp to create these right maybe they can create quotes and send them out but you don't want them to be able to create and have access to the erp system for the security reasons maybe for the reasons of concurrency and usage of the seats in sage so these tools can be taken out and actually brought in the umbrella of the dms and with application of the automatic distribution module with application opens of data processing such as search and retrieve automatic capturing of data from sage environment etc we can bring all this information under your complete control as well as you can see in this example this is a web client this is a web application nobody needs to anything on their desktop computers they can easily log in through the web they can create a quote they can run the workflow and process the customer orders and as we looked at today they can easily process and see the documents that have been stored in the system and the customers can be given a similar access as well through quick searches so they can see the documents related to them as court mentioned in the beginning our discussion today this is just the tip of the iceberg there are a lot of tools and we just wanted to give you a quick overview of what the system can do and what kind of tools are available out there for this specific setting so if you have additional questions if you have very specific use cases let us know we'll be more than happy to demo this custom and tailored to what you are trying to achieve and accomplish with use of your specific use cases with that said i will transfer this over back to kurt thank you igor so just to recap what igor discussed and showed kind of come full circle here with the cells were a process is you know we covered processing and tracking of borders right even order creation he showed at the very end that so that was very beneficial you know the second which is you know pretty powerful stuff is that quick invoice delivery with the supplemental documentation i think that in itself just you can really help streamline the ar process and then you know along with all this you always got to keep in mind that this is going to improve your customer experience right so the customer service aspect is going to be much improved when you implement stock link to help out with the ar side of things and to kind of just show a couple examples quickly on what we've seen with some of our existing customers that have implemented doc link not only for ap but uh ar one of our uh really good customers american fruits and flavors they actually do like the effervescence of of drinks and come up with the the different flavors of you know like drinks like monster and so there's a lot of uh distribution going on a lot of ar invoices going on so they needed help routing ar invoices and the supporting documents because it was just they were getting bogged down by that scenario and being able to do this they actually decreased 90 of the time they spent on delivering ar invoices manually right so they had to streamline this and the easiest way for them to do this was to implement backlink and take advantage of the actual modules we just discussed in the demo that igor showed so this is a big one the next is going to be something similar so this is tyler technologies and they were actually emailing or excuse me mailing so this is more on the postage side of things where they were able to save a lot of money they were you know spending a lot of time doing a manual process and then mailing out 500 plus ach remittances per week right so that printing and postage all in the time that was involved in that was just a huge bog down in their system you know their processes rather and then in return they were also spending a lot of money on postage so when they implemented doc link they were able to put some rules in place some notifications they were able to to capture 1099s you know the supporting documents were automatically sent out with those invoices you know they were able to have workflows for journal entries and approvals so all this and then obviously getting rid of you know having to manually mail those achs they were easily saving a thousand or eleven thousand annually just on time of all the significant uh time savings they got along the way right not to mention audits as well as a big one for them so you know with implementing something like dockling just on the ar piece and just being able to automatically deliver documents can save quite a bit of money and this is proof of that right just by getting rid of having to mail those ach remittance they were able to easily save 11 000 right off the bat with implementing dockling so that's great i know we really talked about and our focus today was around the sales work process and that kind of quote to cash scenario but i always want to make sure that you realize that doc link is truly an enterprise-wide solution so with that being said right i would say probably majority of the time our customers or prospects generally start an ap when they're looking to adapt a document management solution for obvious reasons there's a lot of paper in ap for us the low hanging fruit is our strong integration into sage itself but you know usually ap processes are mundane and there's a lot of unnecessary steps that dockling can help improve and reduce a lot of that time for processing so you know here's just kind of a traditional layout of what we've seen ap processes you know without any type of automation and you know we can really cut this down quite a bit right so there was about 12 different steps there and you can really cut it down to three or four with implementing a tool like doc to eliminate a lot of those manual tasks that you would typically go about without any automation or any tools in place workflow and integration in the sage like our solution so again ap and are probably the the two components of dockling that really hit home and resonate with folks but i think what you gotta understand is you know we are an enterprise-wide solution as i mentioned not to be redundant there but you know so if there's any any document any process any department right we're a good fit for for most candidates i know a lot of a lot of the folks in line are kind of in that distributing vertical but just keep in mind we can we can work well beyond that as well but you know there's documentation in hr that we can help with whether it's just you know housing that employee documentation from you know hr onboarding and things like that legal is a big one and we have integrations with we can monitor expiration dates and retention policies and dates and version control full text search field service is a big one especially facilities management because of the ability to really access information from ever wherever you are with a mobile device or a tablet or or you know the web client and you can easily upload information as we we discussed today through the mobile app you know taking pictures receiving work orders etc so powerful stuff you can do with these with doc link and the workflow automation that comes along with it so again doesn't necessarily have to just be for the sales order process or ap or ar it could really be anywhere any department that has any paper paint so what you got to ask yourself is a couple easy questions right does your current system require a lot of touching or moving or filing up documents right first question i'm sure a lot of you are probably nodding your head because you do experience this the second is going to be the approval process right is it manual is it inefficient i'm sure a few of you are probably nodding your head at this one as well um and the last is going to be the data entry right this is a big one do you spend a lot of time doing data entry whether it's you know sales orders whether it's ap invoices or or just other documents in general we do have tools and modules like ocr that we didn't really touch on today that can help streamline you know the capture of these documents to where you can put a stack of documents on the scanner bring those in and ocr can read that data and house that and store it in the repository with anyone really having to do do that manual data entry so we can save organizations a ton of time allocate that resource that would normally do that data entry to something that's more beneficial for the organization you know if you've nodded your head yes to any of these questions which i'm sure you did otherwise you wouldn't have been here today let us know and we'd be happy to chat about your processes and where we can help out as igor mentioned we can create a demo that's a little more catered to your process we just have a have to have a conversation with you to understand what your processes are today that way we can provide a solution that'll fit those processes real quick why doc link world-class product rapid implementations and outstanding customer support we try to do our best to always you know put the customer first customers are what make our organization tick so we always want to make sure that we're we're doing right by them and doing everything we can so we're available 24 7 365 pretty much at your beck and call try to get any uh any downtime or any questions resolved as soon as we can so really pride ourselves on that aspect of our customer uh support so what i want to do is i'll leave you all with one one quick question or one last poll why are you attending this session right maybe you're just curious you're built in some knowledge you know maybe the boss made you maybe it is a current initiative for your department or last you know maybe you could use this you reach out to uh your compact approaches and they can set up the initial steps with us in terms of getting that demo scheduled so we'll leave this here for a moment let everybody uh put their question in i know katie's monitoring that and then we're done with this we'll wrap things up here momentarily with some q a all right i think everyone should have had enough time there so what we'll go ahead and do is jump into any q a that may have came up i don't katie i don't know if anyone chatted anything or not yeah we actually do have some questions um so we had a question about whether or not you could attach a pdf to an invoice yeah you can as long as there is associated property values to link those documents together you most certainly can the next question we had was someone was asking their company uses sage 100 they're wondering if we offer demonstrations of doc link for other versions of sage yes absolutely sage 100 most definitely and i i understand that we showed a little bit of sage 300 today but it was just more more or less to give you the concept the sage 100 functionality is completely the same whether you're using 300 or 100 but yeah again today we really just wanted to show a quick concept that's why we use the 300 demo image but we can definitely set this up for 100 at any time no issues there great let's see we've got another question does the solution match purchase orders to an invoice yes absolutely so we didn't uh talk too much about the ap uh scenario today but as i mentioned i would say nine times out of ten that's kind of where we start and we can do automated three-way matching very easily and that's done with ocr so we can do uh capture the the po as it gets generated and comes from sage and then when the goods come in and get received we can grab that pack slip or delivery ticket or delivery slip excuse me and then that invoice and do an automated match behind the scenes if everything's good it'll pass right right through if not you know if it short shipped or anything like that there would be a notification and that individual will be able to uh clarify what that what that might be all right and our last question that we had was will this run on a server or do you have a cloud version yes we do have a cloud version we actually have three different ways to deploy doc link currently it could uh be on premise so it could reside on prem at your location the second option could be uh hosted by a third party provider so maybe you outsource it and they they host all of your applications document could be hosted along with those and the last would be in it's becoming more of the first is going to be uh the doc link cloud functionality so yeah you can have docking hosted in our cloud as a true uh sas offering great thank you it doesn't look like we have any further questions today so i would just like to say raucous bloom computer consulting would like to thank kurt um you and igor for your time for presenting today thank you to all of our attendees for taking time to join us for the monthly webinar if you do have any further questions as curtin you are mentioned you can reach out to raucous and we can certainly get you set up with one of the consultants we're more than happy to help thank you again to everybody and have a great afternoon thanks everyone appreciate the time