DocuWare Case Studies Implementing Best Practices for Their Clients and Themselves

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	Implementing Best Practices for Their Clients and Themselves DocuWare

Implementing Best Practices for Their Clients and Themselves

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Functions	Business Operation Sales & Marketing
Use Cases	Demand Planning & Forecasting Inventory Management Supply Chain Visibility
Services	Software Design & Engineering Services System Integration
Challenge	Toshiba Business Solutions, a network of wholly owned office equipment dealers throughout the United States, was looking to streamline its sales order processes, from order inception to payment. The company wanted to implement a document management solution that would simplify information access by multiple departments, speed up the time it takes to process an order, and integrate with their Oracle ERP system and Salesforce CRM system. The company also wanted to create a full audit trail and standardize procedures between different locations. The tasks included streamlining workflow, simplifying information access, and speeding up order processing time to improve Days Sales Outstanding. Read More
About Customer	Toshiba Business Solutions is a network of wholly owned office equipment dealers throughout the United States. They provide their clients with software solutions to help capture, manage, deliver and secure documents. They also offer printing systems such as MFPs, barcode printers and fax machines. Toshiba Business Solutions is a division of Toshiba America Business Solutions or TABS, one of seven divisions of the Toshiba Company. The company is focused on developing Best Practices and evaluated its sales order processes, from order inception to payment, and decided to implement a document management solution. Read More
Solution	Toshiba Business Solutions implemented DocuWare, a document management solution, to manage sales orders from origination through payment. The solution was initially rolled out to the Texas offices, but due to its success, it was expanded to every Toshiba Business Solutions office in the United States. Each time a sales order is created by a sales Account Executive a coversheet or passport is created using an Excel template then saved to a watched folder along with the sales order. The information on the passport is used to automatically index and route the document through an established workflow, allowing many departments to access different parts of an order simultaneously. The passport provides a place for notes and electronic stamps. It records a document’s “travel history” and becomes part of the audit trail. In order to eliminate double data entry and improve record quality, DocuWare is integrated with several other key business applications. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Functions

Business Operation

Sales & Marketing

Use Cases

Demand Planning & Forecasting

Inventory Management

Supply Chain Visibility

Services

Software Design & Engineering Services

System Integration

Challenge

Toshiba Business Solutions, a network of wholly owned office equipment dealers throughout the United States, was looking to streamline its sales order processes, from order inception to payment. The company wanted to implement a document management solution that would simplify information access by multiple departments, speed up the time it takes to process an order, and integrate with their Oracle ERP system and Salesforce CRM system. The company also wanted to create a full audit trail and standardize procedures between different locations. The tasks included streamlining workflow, simplifying information access, and speeding up order processing time to improve Days Sales Outstanding.

About Customer

Toshiba Business Solutions is a network of wholly owned office equipment dealers throughout the United States. They provide their clients with software solutions to help capture, manage, deliver and secure documents. They also offer printing systems such as MFPs, barcode printers and fax machines. Toshiba Business Solutions is a division of Toshiba America Business Solutions or TABS, one of seven divisions of the Toshiba Company. The company is focused on developing Best Practices and evaluated its sales order processes, from order inception to payment, and decided to implement a document management solution.

Solution

Toshiba Business Solutions implemented DocuWare, a document management solution, to manage sales orders from origination through payment. The solution was initially rolled out to the Texas offices, but due to its success, it was expanded to every Toshiba Business Solutions office in the United States. Each time a sales order is created by a sales Account Executive a coversheet or passport is created using an Excel template then saved to a watched folder along with the sales order. The information on the passport is used to automatically index and route the document through an established workflow, allowing many departments to access different parts of an order simultaneously. The passport provides a place for notes and electronic stamps. It records a document’s “travel history” and becomes part of the audit trail. In order to eliminate double data entry and improve record quality, DocuWare is integrated with several other key business applications.

Impact #1	Centralizing and standardizing document storage has improved document retention and simplified information access.
Impact #2	Different departments can view a sales order simultaneously, allowing the maintenance contract to be set up at the same time another employee is working on billing the equipment.
Impact #3	With standardized document processes in place and increased sales order visibility, the company was able to regionally consolidate order processing tasks and more effectively use its human resources now that order processing is no longer location dependent.

Impact #1

Centralizing and standardizing document storage has improved document retention and simplified information access.

Impact #2

Different departments can view a sales order simultaneously, allowing the maintenance contract to be set up at the same time another employee is working on billing the equipment.

Impact #3

With standardized document processes in place and increased sales order visibility, the company was able to regionally consolidate order processing tasks and more effectively use its human resources now that order processing is no longer location dependent.

Benefit #1	Reduced Days Sales Outstanding, saw a $4 million increase in cash flow.
Benefit #2	Eliminating time spent looking for documents and IT administration saved $1.25 million annually.
Benefit #3	Reduced Time to Bill by 2.8 days.

Benefit #1

Reduced Days Sales Outstanding, saw a $4 million increase in cash flow.

Benefit #2

Eliminating time spent looking for documents and IT administration saved $1.25 million annually.

Benefit #3

Reduced Time to Bill by 2.8 days.

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Overview

Implementing Best Practices for Their Clients and Themselves

Operational Impact

Quantitative Benefit