DocuWare Case Studies Jaya Apparel Group: Designed for Success

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	Jaya Apparel Group: Designed for Success DocuWare

Jaya Apparel Group: Designed for Success

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries	Apparel
Applicable Functions	Sales & Marketing
Use Cases	Inventory Management Supply Chain Visibility
Services	Software Design & Engineering Services System Integration
Challenge	Jaya Apparel Group, a designer and manufacturer of clothing for high-end boutiques and large department stores, was facing several challenges. The company was able to process orders electronically but had no way to store and manage the information other than printing it out and filing it in banker’s boxes. This paper intense process meant that important information contained on documents such as customer PO’s, pick tickets, bills of lading, invoices, shipping tallies was difficult to retrieve. Researching receivable payment discrepancies was a complex process that was often so cumbersome that the company was unable to refute customer claims. The company needed an electronic document management system to improve their workflow by routing documents through a multi-step process, without using email. The solution needed to integrate with their AS/400 based ERP system and be able to automatically index and archive EDI transmissions, as well as serve as an archive for hand-written documents which would be scanned and imported. Read More
About Customer	Jaya Apparel Group is a designer and manufacturer of clothing for high-end boutiques and large department stores ranging from Walmart to Saks 5 Avenue. A midsized player in the fashion world, the company employs 200 designers, sales reps and customer service agents working mainly from Los Angeles and a smaller satellite office in New York. The company contracts to have the goods manufactured overseas in China, Korea and Vietnam. Jaya Apparel Group’s large department store customers use Electronic Data Interchange or EDI transmissions to place and amend orders. The company was able to process the orders electronically but had no way to store and manage the information other than printing it out and filing it in banker’s boxes. Read More
Solution	After evaluating several systems, DocuWare was implemented along with two scanners, the Kodak i1320 and i1440. The company’s existing Toshiba and Xerox MFPs also became part of the solution. Paper-based workflows were examined and digital processes created. Jaya Apparel Group worked with their Authorized DocuWare Partner to conduct internal surveys to identify the opportunities to capture paper and digital documents, as well as e-mail and move the company to more efficient business processes. Today, EDI information is automatically indexed and stored in DocuWare. Handwritten information such as customer PO’s from their 800 boutique customers are manually indexed serving as a permanent record for which orders were placed. The almost instantaneous access to order information for both the customer service department and accounting department offsets the time spent on manual indexing. Jaya Apparel Group outsourced the scanning and indexing of two years of customer orders, in order to resolve outstanding short payment claims they may still collect on. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Apparel

Applicable Functions

Sales & Marketing

Use Cases

Inventory Management

Supply Chain Visibility

Services

Software Design & Engineering Services

System Integration

Challenge

Jaya Apparel Group, a designer and manufacturer of clothing for high-end boutiques and large department stores, was facing several challenges. The company was able to process orders electronically but had no way to store and manage the information other than printing it out and filing it in banker’s boxes. This paper intense process meant that important information contained on documents such as customer PO’s, pick tickets, bills of lading, invoices, shipping tallies was difficult to retrieve. Researching receivable payment discrepancies was a complex process that was often so cumbersome that the company was unable to refute customer claims. The company needed an electronic document management system to improve their workflow by routing documents through a multi-step process, without using email. The solution needed to integrate with their AS/400 based ERP system and be able to automatically index and archive EDI transmissions, as well as serve as an archive for hand-written documents which would be scanned and imported.

About Customer

Jaya Apparel Group is a designer and manufacturer of clothing for high-end boutiques and large department stores ranging from Walmart to Saks 5 Avenue. A midsized player in the fashion world, the company employs 200 designers, sales reps and customer service agents working mainly from Los Angeles and a smaller satellite office in New York. The company contracts to have the goods manufactured overseas in China, Korea and Vietnam. Jaya Apparel Group’s large department store customers use Electronic Data Interchange or EDI transmissions to place and amend orders. The company was able to process the orders electronically but had no way to store and manage the information other than printing it out and filing it in banker’s boxes.

Solution

After evaluating several systems, DocuWare was implemented along with two scanners, the Kodak i1320 and i1440. The company’s existing Toshiba and Xerox MFPs also became part of the solution. Paper-based workflows were examined and digital processes created. Jaya Apparel Group worked with their Authorized DocuWare Partner to conduct internal surveys to identify the opportunities to capture paper and digital documents, as well as e-mail and move the company to more efficient business processes. Today, EDI information is automatically indexed and stored in DocuWare. Handwritten information such as customer PO’s from their 800 boutique customers are manually indexed serving as a permanent record for which orders were placed. The almost instantaneous access to order information for both the customer service department and accounting department offsets the time spent on manual indexing. Jaya Apparel Group outsourced the scanning and indexing of two years of customer orders, in order to resolve outstanding short payment claims they may still collect on.

Impact #1	Digital workflows are efficient and easy to manage
Impact #2	Unburdened the Exchange server
Impact #3	Reduced double entry of data

Impact #1

Digital workflows are efficient and easy to manage

Impact #2

Unburdened the Exchange server

Impact #3

Reduced double entry of data

Benefit #1	The solution has paid for itself within six months

Benefit #1

The solution has paid for itself within six months

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Overview

Jaya Apparel Group: Designed for Success

Operational Impact

Quantitative Benefit