Sage 300 ERP (Accpac) Baltimore Consultant Reviews Paperless Office

Sage 300 ERP (Accpac) Baltimore Consultant: 3 Basics to Going Paperless

As Sage 300 ERP (Accpac) consultants, we work with customers who often get confused when trying to go paperless in their office. There are several document management systems that promise to do many different things. Understanding what document management system will work best for your business may be frustrating if you are limited to talking to sales people or researching online. As ERP consultants, we hope to help simplify the topic for you so you can focus on the functionality that resonates most for your company. While our regional offices work with Sage 300 ERP (Accpac) and Intacct in the Philadelphia, Baltimore, and Washington DC areas we have other offices and service clients around the country. Let’s take it back to the basics by looking at the basic elements of a paperless solution A.K.A. document management system and what it means to you.

3 Basic Points to Review with Integrated Paperless Solutions

1. ACCESS

One of the main reasons companies look at going paperless is so that everyone in the organization has easy access to the documents they need from wherever they are. The problem with paper documents is they can only exist in one place unless you make copies and spend twice the time and costs to file them.

When an employee signs onto a document management application from their computer, they can easily search and find any document if they have the proper security rights to view. They can quickly take an action on the document – approve, route, notate, email, code – whatever the case may be. And all those actions will be recorded behind the scenes for auditing and reporting purposes.

2. BACK UP

Another common challenge caused by paper documents is the struggle to bring documents together. If a customer requires back up documentation when you deliver their invoices, that often means hunting down each of the associated documents, making copies and re-filing the originals. If that’s a typical practice for you, it can eat up a lot of your time.

With a paperless system using Sage300 (Accpac) or Intacct, documents are brought together by way of similar property values. If you were to search by check number, for example, you could find a check and all of the invoices that check was used to pay for. All related documents can be quickly opened side-by-side for verification or attached to an email and delivered.

3. CONTROL

In their paper form, documents can be easily lost, misplaced or buried. Those involved in processing the document lose visibility and can run the risk of getting charged heavy late fees for invoices not paid on time.

With an electronic workflow, everyone can view a document and its status right from their desktop at any given time. Alerts can be scheduled to notify employees if a document isn’t acted on in a certain amount of time. This means managers don’t have to stay on top of everyone’s tasks anymore to make sure things get done, but they have the ability to run status reports from the system if they choose to do so.

3(A). Okay, maybe four basic points – REDUCE TIME AND ERRORS

With advanced document imaging solutions you can take advantage of OCR to scan a document and have the basic information entered directly into your accounting system for you. For instance, scanning a vendor bill can automatically open a payables screen, match the vendor, PO requisition and enter the $ amounts for you. Simply approve the matched invoice and you’re done. 

These are just a few of the main reasons to start thinking about going paperless. For more information, give Arxis Technology a call - 410-825-2120!

Sage 300 ERP (Accpac) Baltimore area consultants offer the following advice:  Paperless office offers several benefits for businesses of all sizes. Make sure you talk to a trusted ERP consultant before making a decision. They will help to ensure the right steps are taken during the purchasing and implementation stages. By working with a trusted advisor, companies of all sizes can ensure that their rollout is successful and that they continue to reap the benefits of paperless office software for years to come.

If you are interested in learning more about paperless office or have any questions about this blog CONTACT US. If you are looking for ERP solutions or ERP consultants to help take your business to the next level, contact us at www.arxistechnology.com or www.arxiscloud.com, or call 410-825-2120 or visit our website for an office near you.

Arxis Technology, Inc. is a technology consulting firm specializing in the implementation and support of ERP software, accounting and business management software, and custom integration development. As resellers and consultants for Intacct Cloud Financials, Sage 100 ERP (formerly MAS 90), Sage 300 ERP (formerly Accpac), Sage 500 ERP (formerly MAS 500), SAP Business ByDesign, SugarCRM, and SageCRM, Arxis services clients from locations in Los Angeles, Orange County, Chicago, Phoenix, Washington DC, Philadelphia, Baltimore, and Ireland.

Another version of this blog was previously posted on Arxis Technology’s blog on 11/18/2014 "The ABCs of an Integrated Paperless Office Solution"

Image courtesy of scottchan at FreeDigitalPhotos.net