Area of application

DMS

In today’s business world, where companies are confronted with an ever-increasing flood of data, the effective management and organization of documents is becoming a crucial task. Especially in conjunction with Enterprise Resource Planning (ERP) systems, document management offers enormous potential for increased efficiency and cost savings. Document management systems (DMS) play a central role in this, as they enable companies to efficiently store and manage their documents and information and seamlessly integrate them into existing business processes.

An ERP system forms the backbone of an organization, integrating various departments such as finance and accounting, human resources, purchasing, production, and sales. It serves to optimize resources and processes to increase business success. However, while ERP software offers many advantages, it often reaches its limits when it comes to document management. Traditional approaches such as manually archiving paper documents or storing files on local drives can be inefficient and time-consuming.

DMS and AvERP – a comprehensive solution

Integrating a document management system (DMS) into an ERP system offers numerous advantages. First and foremost, it enables seamless linking of documents with the relevant business processes within the ERP system. For example, incoming invoices can be directly linked to the corresponding accounting entries to ensure quick access to the necessary information.

Furthermore, employees can access and edit documents such as orders, contracts, or supplier agreements directly from within the ERP system without having to switch between different applications. This saves time and increases efficiency.

What is a DMS?

A DMS, or document management system, provides companies with a central platform for capturing, storing, organizing, and searching documents. It enables structured filing and categorization of documents, allowing responsible employees to quickly retrieve them. Furthermore, a DMS module facilitates automated document processing, such as extracting relevant information or integrating workflows for document approval and release. By directly linking documents to the corresponding business processes within AvERP, seamless and efficient collaboration is enabled. Employees can directly access, edit, and share relevant documents without leaving the ERP system. This accelerates information flows, increases transparency, and reduces errors.

The license-free ERP system for small and medium-sized enterprises.

Improved tracking, collaboration, and communication

Another advantage of combining a DMS and ERP system is that the DMS helps meet compliance requirements. Through the audit-proof archiving of documents and the seamless documentation of changes, companies can comply with legal regulations and ensure traceability. This is particularly important in regulated industries such as healthcare or finance.

Furthermore, the integration of DMS and ERP enables improved collaboration and communication within the company. Employees can jointly edit documents, add comments, and provide feedback to promote collaboration and information sharing. This is particularly useful when carrying out projects or collaborating in distributed teams.

Functions of a document management system

This list includes a wide range of functions that a document management system can fulfill within an ERP system. Depending on specific requirements and business processes, other functions may be relevant.

Conclusion – More transparency with DMS

Document archiving

Electronic archiving of documents, including contracts, invoices, orders, customer files, supplier information, etc.

Full-text search

Powerful full-text search across all archived documents. Users can search by keywords, phrases, or other criteria to quickly find relevant documents.

Access control and permissions

Defining access rights and permissions for users based on their roles and responsibilities. This ensures that only authorized individuals can access specific documents.

Access control and permissions

Defining access rights and permissions for users based on their roles and responsibilities. This ensures that only authorized individuals can access specific documents.

Document creation and editing

Documents can be created and edited directly within the DMS. Templates can be used to create consistent documents, and changes can be tracked.

Document sharing and collaboration

Sharing documents with internal or external users. Permissions can be set to control access to and editing of documents. Collaborative features such as comments, discussions, and joint editing can also be offered.

Document monitoring and notifications

Document monitoring and notifies users of important events, such as adding new documents, changes to documents, or reaching deadlines.

Audit trail and logging

Recording all activities related to documents to create a comprehensive audit trail. This enables the tracking of changes, access, and other relevant information.

Document export and integration

Export of documents in various formats, e.g., PDF, Word, Excel, etc. It can also provide APIs to integrate documents with other systems or connect external applications.

Document indexing

Index documents with relevant metadata to enable easy searching and categorization. Metadata can include, for example, date, customer, supplier, project name, document type, etc.

Versioning and auditability

Version control feature for managing different versions of documents. It also enables revision control to ensure that previous versions of documents cannot be altered and remain traceable.

Workflow management

Features for managing document workflows, including approval processes, notifications, escalations, and task assignments. This ensures the smooth operation of business processes.

Integration with other systems

Seamless integration with other systems within the company, such as the ERP system, CRM system, HR system, etc. This ensures a smooth flow of information between the systems.

Automatic document generation

Automatic generation of documents based on defined templates and data from other systems. This can be helpful, for example, when creating invoices, quotes, or reports.

Document review and approval processes

Review and approval of documents according to defined business rules and approval workflows. This ensures compliance with guidelines and standards.

Document deletion and retention periods

Management of document retention periods in accordance with legal requirements. It also enables the secure deletion of documents when they are no longer needed.

Mail integration

The DMS enables the seamless integration of emails into the document management process. Incoming and outgoing emails can be automatically captured, classified, and inserted into the DMS.

Overall, document management systems (DMS) integrated into ERP systems offer numerous advantages for businesses. Integrating a DMS into an ERP system enables efficient management of documents and information throughout the entire business lifecycle. From capture and archiving to search and approval, as well as audit compliance and automated document creation – a well-implemented DMS improves productivity, reduces costs, and increases the efficiency of business processes.

A document management system (DMS) can facilitate the transition from paper-based to digital documents for companies, allowing them to benefit from the numerous advantages of digital transformation. Centralized storage and easy access to documents enable employees to work more efficiently, make decisions faster, and improve collaboration within the company.

In conclusion, document management systems (DMS) play a crucial role in optimizing business processes and managing information within ERP systems. Integrating a DMS enables companies to increase efficiency, improve productivity, and establish a solid foundation for growth and success in an increasingly digital world. Investing in a robust DMS is worthwhile, as it leads to better organization, control, and utilization of documents, thus creating a competitive advantage for businesses.