It’s essential to have a streamlined process for managing and sending important documents. The traditional method of document distribution by printing, signing, and mailing documents is time-consuming and prone to errors. The good news is that with the advancement of technology, there are now easier and more efficient ways to route and send business documents electronically.
However, managing multiple document distribution methods might be a challenge to handle in your current environment due to ERP limitations, infrastructure reliability or simply poor visibility of transactions for all parties involved. Automating document distribution can help your organisation to facilitate EDI or migrate transactions to alternative methods to reduce costs.
In this blog, we explore the questions your organisation will need to ask to learn how you can route and send business documents electronically.
1. Do you currently manage multiple document distribution methods within your ERP? For example EDI, Fax, Email, SMTP etc.
If you currently manage multiple document distribution methods within your ERP system, it can become difficult to keep track of the different methods and ensure that the right documents are being sent to the right recipients. This can lead to errors and decreased efficiency. However, by implementing an electronic document routing system, you can centralise the management of your various distribution methods, such as EDI, fax, email, SMTP, and others, into a single platform.
2. Is your system able to provide the document distribution detail in your ERP output file? For example, receiver’s email address?
Having the document distribution details, such as the receiver’s email address, included in your ERP output file can be incredibly useful when it comes to tracking the status of your business documents. With this information, you can quickly and easily determine who has received the document, and when. This can be especially helpful in situations where you need to follow up on the status of a document or ensure that it was delivered to the correct recipient. An electronic document routing system that integrates with your ERP system and provides the distribution details in the output file can simplify the tracking process and provide you with greater visibility into the status of your business documents.
3. Do your customers require you to send copies of documents to multiple recipients in different document formats? For example, EDI and email.
If your customers require you to send copies of documents in different formats to multiple recipients, it can be a time-consuming and error-prone process to manage manually. However, an electronic document routing system can simplify this process by allowing you to send the same document in multiple formats to multiple recipients automatically. This means that you can provide your customers with the document formats they need, while saving time and reducing the risk of errors.
4. Do you want to be able to transition from physical postage to electronic document distribution?
Making the transition from physical postage to electronic distribution can provide numerous benefits for your business, including reduced costs, improved speed, and increased efficiency. By utilising an electronic document routing system, you can automate the process of sending business documents electronically, eliminating the need for physical postage. This not only saves time and resources but also reduces the risk of errors and improves the overall security of your business documents.
5. Do you have expensive, limited duty cycle print and folding hardware?
If you have expensive, limited duty cycle print and folding hardware, utilising electronic document routing can help you to reduce costs and improve the efficiency of your business operations. With an electronic document routing system, you can eliminate the need for expensive physical printing and folding hardware, as you can send documents electronically directly to your recipients. This not only saves money on hardware and maintenance costs, but also reduces the amount of paper and ink used, which is better for the environment.
6. Do you have end point visibility of all your transactions irrespective of the document distribution methodology?
End point visibility of all your transactions is crucial for ensuring that your business documents are being sent to the correct recipients and arriving in a timely and accurate manner. Without end point visibility, it can be difficult to track the status of your transactions and identify any issues that may arise during the document distribution process. An electronic document routing system can provide end-to-end visibility of all your transactions, regardless of the distribution method used. This means that you can easily monitor the status of your transactions and quickly identify any issues that may arise. With end-point visibility, you can improve the overall efficiency and accuracy of your business operations., In addition, you can enhance your ability to respond to customer needs and resolve any issues that may arise.
7. Do you often get requests to resend documents? Are you currently able to offer a self-service approach?
Frequent requests to resend documents can be a time-consuming and frustrating experience for both you and your customers. However, with an electronic document routing system, you can provide a self-service approach that makes it easy for customers to access and resend the documents they need.
8. Do you want to be able to offer documents in different formats? For example, PDF, CSV, XML etc.
The ability to offer business documents in different formats can be a valuable differentiator for your business and can help you to meet the unique needs of your customers. By utilising an electronic document routing system, you can easily send documents in a variety of formats, including PDF, CSV, XML, and more. This not only improves the overall customer experience, as they receive the document formats they need, but also enhances the professionalism of your business and demonstrates your commitment to meeting customer needs.
9. Can your system suppress negative or zero value transactions?
Suppressing negative or zero value transactions is an important aspect of managing business documents and ensuring that the right information is being sent to the right recipients. An electronic document routing system with the ability to suppress negative or zero value transactions can help you to maintain accurate records and avoid sending unnecessary or incorrect information to customers. This not only improves the overall accuracy of your business operations, but also enhances your reputation with customers, as they receive only the information they need and expect.
Sie können download these questions for free to share with your business here oder contact us to discuss how you can implement an accounts payable solution.
About B2BE
B2BE delivers electronic supply chain solutions globally, helping organisations to better manage their supply chain processes, providing greater levels of visibility, auditability and control. We’re driven by a passion for what we do, inspired by innovation, and underpinned by a wealth of knowledge. With over 20+ years of experience, the B2BE teams operate worldwide.
For more information, visit www.b2be.com.