Managing storage and access to documents in the ERP
Documents generated within the ERP contain business critical information, it is vital for the company that it is easy accessible to those dependent on it in their daily work. Accessibility is not only being able open the document, as important to be able to access the right document.
The legal demand of Archiving financial information and its related documents is between 7-10 years depending on country were the transactions occurs. For electronic archiving the legislation in most countries states that the invoice needs to be archived in an unchanged state. I.e. you cannot just store the information in the ERP, but need to create for example a PDF of the document. This is due to that the layouts, overlays, logos etc. are a part of the document.
The Accure Way
The a3 Document archive is fully integrated and works out of the box with Movex/M3 streamfiles and document layouts. By tagging each document using the streamfile itself, it enables search/ filter functionality on basically all information in the document. For example it is possible to filter out all documents referenced to certain order, customer etc.
A3 Document Archive can easily be Integrated to Movex/M3 were for example you can go directly from an order to all documents related to that order, or to a specific document type (for example invoice). For access in the field the there is an app for smart phones using Iphone or Android, the documents are also available through QR-codes.
It is possible to create customer unique document archive policies. Invoices has a legal demand to be stored seven years, while a picking list may only need to be stored seven days in the archive. It is possible import already created documents and create indexes from other databases or folders.