Baan Mail-Merge and
Purchase Order Approval 7.1
Electronically sign your printed Purchase Orders. When
approved, automatically E-mail, Fax, Print and Archive
them.
The Problem:
Approval and Delivery
of Purchase orders
Everyday your company creates multiple
purchase orders that need to be signed by
one or more managers, before they are sent
to the suppliers.
The first challenge is to have each order
signed based on your company signing
policy - in a reliable and speedy way you
can track it within your ERP system.
The second challenge is to use a reliable
and effective solution to deliver all orders
to their destination.
The Solution: Baan Mail-Merge & The
Purchase Order Approval Module
Baan Mail-Merge allows companies to automatically e-mail,
fax, print and archive purchase orders. This powerful engine
also can handle any output comings from Baan or Infor ERP Ln
like invoices, acknowledgements and sales invoices.
The Purchase Order Approval Module allows companies to
electronically sign purchase orders before they are sent.
Hundreds of companies around the world are happily using
these solutions daily to automate sending of purchase orders to
suppliers.
Baan Mail-Merge: Benefits
1) Cut postage costs
2) Cut stationary costs
3) Cut phone costs (telephone tags or waiting for a fax)
4) Improve cash flow
5) Reduce lead time
6) Improve company image
Benefits (Amphenol Jaybeam)
Amphenol Jaybeam from the UK used to print and then fax all purchase
orders and then send them by regular mail, which often resulted in a labor
intensive procedure or suppliers not receiving the right order or not
receiving anything at all.
In addition, missing orders were a large concern plus wasting time in with
sorting, folding and posting.
When they implemented Baan Mail-Merge in 2008, sending became
automated and much easier.
There is also a money saving factor in less letterhead paper, envelops and
regular paper being purchased – and less faxing and posting charges.
Baan Mail-Merge: Prepare, Approve and Deliver
1- Parse to individual purchase orders
2- Recognize suppliers/business partners
3- Match with e-mail, fax, printer and archive preference
4- Customize for a professional look
5- Add “inserts” that are specific to the purchase order
6- Personalize with cover letter
7- Approve orders by authorized personnel
(Purchase Approval Module)
8- Deliver by preference
1) Baan Mail-Merge: Parse
1) Parse
Baan Mail-Merge
automatically
parses the output
run and recognizes
each purchase order
2) Baan Mail-Merge: Recognize
1) Parse
2) Recognize
Supplier
PO
Baan Mail-Merge
automatically
recognizes the
supplier/ business
partner for each
purchase order
200120
345672
120130
342567
200203
230345
123456
120130
675234
223109
234569
123459
3) Baan Mail-Merge: Match
1) Parse
2) Recognize
3) Match
Baan Mail-Merge
automatically
matches each supplier
with their preferred
method of delivery:
e-mail address, fax
number, printer name
and archive path
Match: E-mail, Fax, Print and Archive
•
Each purchase order can be sent to a combination of e-mail, fax,
printer and archive
•
Request Receipt and priority for e-mails
•
Return e-mail addresses is defined when no e-mail is defined.
•
You can define multiple printers for every printout.
•
Possibility for using multiple address books
•
Support for different e-mail systems
•
Support for different fax servers
•
Printing on server and client printers
•
Archiving on server or client
4) Baan Mail-Merge: Customize
1) Parse
2) Recognize
3) Match
4) Customize
Baan Mail-Merge
reformats the output
coming from
Baan/Infor Ln and
adds what is needed
for a professional
look
Customize: Generate Professional Documents
An easy to use design allows for adding company logo, background
You can also sign your documents electronically
Customize: Make Professional Documents
•
Logo and background can be JPG or PDF files
•
Add additional pages at the beginning or at the end of the document.
•
Add a specific page between every two pages of the document (ex.
Terms).
•
Support most fonts
•
Support most languages and encodings
5) Baan Mail-Merge: Add
1) Parse
2) Recognize
3) Match
4) Customize
5) Add
Baan Mail-Merge
automatically adds
“inserts” that go
along the purchase
order, like photos and
datasheets of the
items ordered
Add: Attach Additional Files
Documents defined in
document management
system (like Baan Hot
Link or ODM) can be
automatically attached to
the purchase order being
sent.
Add: Attach Additional Files to E-mail
The same file can always be sent together with the Baan document (as an example, the terms
and conditions with the PO). You can also attach files depending on certain values in the
document (as an example, an AutoCAD drawing for every item in the PO).
The purchase order it self
6) Baan Mail-Merge: Personalize
1) Parse
2) Recognize
3) Match
4) Customize
5) Add
6) Personalize
Baan Mail-Merge
automatically prepares
a personalized
message body or
cover letter to go
along the purchase
order
Personalize: Message Body, Cover Page
A personalized
message to go along
with the e-mail or fax
being sent – includes
free text, variables and
labels. A user defined
footer with address
data.
You can have a
different message for
every language of the
document
1 Parse
2 Recognize
4 Customize 5 Add
3 Match
6 Personalize
4
5
6
Customize
Attach Terms and
photos of items
Personalized
Message Body
7) Baan Mail-Merge: Approve
The Purchase Order Approval Module is for companies that need to
sign purchase orders above a certain monetary threshold by one
person or more, based on company specific rules.
Purchase Orders below a certain threshold amount are
automatically signed by the buyer and sent out, while all other
purchase orders are routed to the responsible manager for
approval within Baan/Ln. If additional managers need to sign the
order, they will also be prompted for signature inside the
Baan/Ln system.
Approve: Signing a Purchase Order
The manager assigned to sign the Purchase Order will be notified with an email and will
be directed to an approval session. If the Purchase Order is approved or denied, an email
will be sent to notify the buyer about the fate of each Order.
Approve: Special Features
•
All attachments and addresses generated by Baan Mail-Merge are frozen
waiting for the purchase order to be fully signed and approved
•
Every manager has a “backup manager” so that orders will not be stuck
waiting for a manager ‘s signature when he/she is not available
•
A customized message (Language specific) is sent to the next manager in
line to sign a certain purchase order
•
A notification mechanism is available for telling purchasing personnel
about signing progress
•
An inquiry and a report are available for checking the status of all purchase
orders in the approval process
•
Support a hierarchy of one up till five managers to sign a purchase order,
based on different thresholds
8) Baan Mail-Merge: Deliver
1) Parse
2) Recognize
3) Match
4) Customize
5) Add
6) Personalize
7) Approve
8) Deliver
Baan Mail-Merge
can automatically
delivers each
document to the
associated business
partner.
Deliver: One-By-One
With the “One by One” mode you can review each purchase order before sending it,
verifying e-mail addresses and fax numbers, writing a special note to go along with it,
possibly add/delete attachments, setting the e-mail priority and ask for an e-mail receipt.
Deliver: Automatic
As an example, “Print Purchase Orders” to the Baan MailMerge device. (The purchase order run has 700 purchase orders)
In few moments…
400 purchase orders will be e-mailed
100 purchase orders will be e-mailed and faxed
180 purchase orders will be faxed
700 purchase orders will be archived on disk
20 purchase orders will be printed (to be manually picked and sent by mail)
All this will be done automatically!
Follow-up: Report of all Purchase Orders Delivered
Baan Mail-Merge produces a log file that reports all purchase orders and
attachments that were sent.
Baan Mail-Merge: Baan 4, Baan 5 and ERP Ln
W&H Dentalwerk Buermoos in Austria were using Baan 4 and looked for a
tool to be able to send PDF business documents by e-mail.
They implemented Baan Mail-Merge in 2002 and used it to e-mail purchase
orders and to dispatch production orders in a nightly job.
When W&H decided to roll-out Infor ERP Ln 6.1 in 2007, they upgraded Baan
Mail-Merge.
Josef Nobis from W&H summarizes the relationship with NAZDAQ: "The tools
are reasonably priced and functioned problem-free once it is installed. Due to
the service contract we could use the newest versions at any time and receive
perfect support".
To get a free demo version contact us at:
info@nazdaq-it.com
NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln Customers. Other
products from NAZDAQ are B2Win, B2Email, Baan Hot Link, B-Notified, Baan
Color Changer and Baan Query Tool