Baan Mail Merge 7.1

Report
An additional module for Baan Mail-Merge, which
enables you to electronically sign your printed
purchase orders and automatically E-mail, Fax, Print
and archive them once approved!
1. NAZDAQ Company
2. The Problem
3. Baan Mail-Merge - Overview
4. Purchase Order Approval
5. Success Stories
NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln. The
NAZDAQ tools provide a great return on investment and enable Emailing, faxing, archiving, printing documents like Purchase Orders
and Invoices, and allow an easy way to convert reports to Excel,
Word, PDF HTML and XML. Other solutions cover areas of
document management, reporting and notification.
The NAZDAQ tools are installed at hundreds of servers in more
than 60 countries. They are used daily by users to automate
transfer of Baan reports into front-office applications, as well as
automating business processes.
www.nazdaq-it.com
Signing 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
Signing Purchase Orders
The first challenge is to have each order signed
based on your company signing policy - in a
reliable and speedy way were 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
suppliers
Working with documents
Baan Mail-Merge
Purchase Orders
E-mail
Invoices
Fax
Order
Acknowledgments
Print
Reminders
Archive
Baan Mail-Merge allows companies to automatically e-mail,
fax, print and archive documents. This powerful engine can
handle any output comings from Baan or Infor ERP LN.
The Purchase Order Approval Module
With an additional
module that works with
Baan Mail-Merge, you
can send purchase orders
for cycle approval by
managers before release
Baan Mail-Merge Full Overview
For Baan Mail-Merge full overview, on how it
works, it’s benefits as well as extensive
explanation about the product capabilities,
you can view the following presentation:
www.nazdaq-it.com/presentations/Baan-MailMerge/
4 Stages
Print PO
PO
Released
Managers
signing
PO
Approved
NO
PO Sent to
Supplier
Print
PO
PO
Released
PO Need
to be
Signed?
Release
PO
YES
PO Denied
YES
YES
NO
Manager
Signs?
Approved
or another
Signature?
Approve
PO
3 Phases
Print
Approve
Release
Print & Approve – (Phase 1-2)
Print
Printing the
customized Purchase
Order with the
company logo &
background
Sign
Signing Purchase
Orders
electronically
above a certain
defined threshold
by one person or
more
Print & Approve – (Phase 1-2)
The manager assigned to sign the Purchase Order will be notified
with an e-mail and will be directed to an approval session.
Approve
If the Purchase Order
is approved or
denied, an e-mail will
be sent to notify the
buyer about the fate
of each order
Release – (Phase 3)
Based on the definition by the system, the buyer or the manager
has the capability to release individual purchase orders that
belong to them, by viewing them and then releasing them.
Release
In “One by One”
mode approved
Purchase Orders can
be released and sent
to suppliers
Release – (Phase 3)
Purchase Orders can be released in full automatic mode, in a
nightly job. The approved orders will silently be sent to the
designated suppliers.
Release – An Example (Phase 3)
Release Purchase Orders using the automatic mode (The
job run has 700 Purchase Orders)
400
E-mailed
100 E-mailed & Faxed
180
Faxed
700 Archived on Disk
20
Printed
+
Main Features
All attachments and addresses generated by Baan
Mail-Merge are frozen waiting for the Purchase
Order to be signed and approved
Every manager can have a “backup manager”
defined so that orders won’t be stuck waiting for
his signature in case of absence
A customized message (language specified) is sent
to the next manager in line to sign a certain order
Main Features
A notification mechanism is available to inform
purchase personnel about the signing process
An inquiry and a report are available for checking
the status of all Purchase Orders in the approval
process
Support a hierarchy of one till up to five managers
to sign Purchase Order, based on different
thresholds
Benefits
Cut stationary costs
Cut phone costs (telephone tags or waiting for fax)
Improve cash flow
Automate & improve business processes
Improve company image (better service)
Success Story
Speedy in Singapore uses the NAZDAQ solution of Baan Mail-Merge with Purchase
Order Approval module to automatically e-mail and fax purchase order to suppliers.
Speedy’s process for purchase order approval and distribution was performed
manually. The approval process was carried on manually between buyers and
managers, then printed and mailed or faxed to suppliers.
They decided to choose the Baan Mail-Merge with purchase order Approval
extension to implement a solution, which will automate the cycle approval process
and release the orders to their suppliers.
The solution has proved to be definitely
faster & more effective as it gave the
ability to automate the whole process
from approval to delivery.
Success Story
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 MailMerge.
Josef Nobis IT manager at 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".
[email protected]

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