Mailroom Automation Solutions

DCS's mailroom automation solutions allow you to capture, route and process important information as soon as it enters your business by merging multiple channels into a single traceable information handling process.

Data Capture Solutions - Document Management Software, Services and Solutions

Document Management Solutions

Businesses view and process thousands of documents every day and storing and managing these documents can be time consuming and costly.

Business Process Automation Solutions

Every day businesses have to process information which, when done manually, can take a considerable amount of time such as client account opening, invoice processing and expense submission and approvals.

Human Resources Solutions

DCS's solutions for HR departments focus around improving the management and compliance problems of your employee files and records.

Records Management Solutions

DCS's records management solutions allow companies to implement a full lifecycle management of their key business records.

Governance, Risk management and Compliance Solutions

Businesses are increasingly being more closely monitored and regulated so it's vital that correct procedures and best practice guidelines are followed to ensure your company operates in accordance with regulations, laws, best practice standards and contract obligations.

SAP Link Module

What is FileStore SAP Link?

FileStore SAP Link effectively closes the gap between incoming information and your ERP system, freeing up your workforce from manual keying and checking tasks.

With FileStore SAP you can streamline existing business processes and use advanced workflow to further automate your business processes.

FileStore's SAP integration module is fully SAP certified and allows data to be held in SAP ready for ongoing processing.

What does FileStore SAP Link do?

There are 2 main typical uses for FileStore's SAP module, 'late archiving' or 'early archiving' with workflow.

Late archiving - Store with bar code

Using FileStore SAP your organisation can quickly and easily image-enable its SAP solution environment.

Incoming paper documents are manually checked, entered and posted in SAP. After applying a bar code, the documents are scanned using Ascent Capture. Next, FileStore SAP uses the bar code information to link the scanned image to the corresponding SAP document in the SAP system.

late archiving

Early archiving with workflow - Store for subsequent entry

Incoming documents are scanned as soon as possible in the business process. FileStore SAP automatically transfers the document images to your SAP environment with minimal manual intervention and links them to required SAP transactions - such as FB60 and MIRO.

These documents are then assigned as 'work items' in the SAP system that can be manually completed using SAP business workflow.

Additionally, information from the incoming document can automatically be extracted by Ascent Capture. FileStore SAP then seamlessly delivers this information into the work item within the SAP system, dramatically reducing the need for manual data entry.

early archiving

Content management

Using FileStore SAP, organisations can leverage their existing architecture by using the SAP HTTP Content Server or any other ArchiveLink certified content repository.

The link between the SAP document and the image in the content repository is transparently maintained by SAP ArchiveLink. As a result users can easily retrieve document images from within their SAP solution environment.

content management

Look it Up

The look up feature uses a COM DLL that can be used from any COM-compliant programming language in order to retrieve information from the SAP system.

Using this powerful feature, organisations can achieve a higher degree of integration between Ascent Capture and SAP. As such, additional data already stored in an SAP solution can be easily cross-referenced or displayed during validation.

As an example the system could check whether a specific PO number already exists in the SAP system and which ordered goods are attached to this number.

Configuration made easy

configuration made easy

Benefits and features

Secure storage of documents in digital format
Reduce manual keying and input errors
Reduce physical storage and filing needs
Immediately access documents in digital format
Eliminate costs for document distribution and copying
Retrieve documents faster in case of audit or legal disputes
Enable use of advanced workflow for business process automation

FileStore SAP is SAP integration certified and uses the SAP Netweaver Application Server, ensuring support for both SAP R/3 and mySAP ERP.

Find out more about FileStore SAP Link

For more information about SAP Link or any of our other FileStore modules please call us on 01753 616720 or complete our contact form for a fast, tailored response.

Business solutions

FileStore EDM

£150k processing cost savings

"DCS have reduced our "per invoice" transaction processing costs by 50% and that is after only a few weeks of implementation."

£150k admin cost savings

"We have estimated that in the first year alone DCS's FileStore HR solution has saved us over £150,000 in administration costs alone."

Products
Solutions

Kofax Capture
Capture the usable data from bills of landing, proof of delivery, goods received notes, invoices or credit notes for immediate access on your systems.

FileStore EDM
Centrally store all documents - BOL, POD, GRN, sales, purchasing or vehicle documents and retrieve them in seconds with secure, browser-based access from any location.

FileStore BPM
Automate back office operations like HR, accounts payable and order tracking processes by simply defining the workflow in a visio based tool and monitoring progress through dashboards.

Document management
Centrally manage all sales, purchasing documents, proof of delivery and shipment orders with secure shared access for regional or international offices.

Invoice management
Manage large volume of invoices and payments online by matching or reconciliation of invoice information with purchase orders, good received or proof of delivery notes.

sales processing Sales order processing
Speed up your order processing function, track orders more effectively and deliver more responsive customer service.

business automation Business Process Automation
Automate routing of enquiries, sales order and other documents through monitored workflows with easy integration into ERP, CRM and line of business systems.

Case management
Securely record all transactions and communications with each client, partner or customer in quickly accessed case files allowing you to resolve day-to-day issues with minimum delay.

Governance, risk management and compliance
Storing paper POD’s and invoices for 6 years to meet legal and compliance regulations could cost you a lot in storage space and manual effort required in retrieving information.

Find out more about DCS solutions and services

For more information about DCS and our information management solutions and services please call us on 01753 616720 or complete our contact form for a fast, tailored response.