For one of the largest tree nurseries in Europe we established the document management system DMSmaxx for the digitalisation of business transactions. The client's decision to carry out planning and implementation in cooperation with OAS was made because OAS has special know-how in the field of DMS and electronic archiving and can also implement individual requests like this.
In this specific case, countless enquiries and orders were previously piled up on fax papers, which had to be entered by hand by the employees. Since, due to the existing customer structure, a contact option by fax was to be maintained, incoming messages will in future be automatically transferred into a digital workflow via our DMS solution DMSmaxx. Customers who are already known are recognised by the system and the request is automatically assigned to the customer master data from the company's own ERP. If it is an enquiry or order from a new customer, a clerk manually saves the data record in the ERP. Sporadic incoming mail is captured by a document scanner and processed electronically accordingly.
Leaner processes through DMSmaxx
The particular advantage for our customer is the time saved in processing customer requests. Since in future all incoming data will be immediately available in the ERP system and in the archive, enquiries and orders can be processed much faster and quotations can be created and sent automatically. An additional advantage is the gain in transparency: the entire processing status can be read at any time, regardless of location and in real time, and searches in the quotation and order history can be carried out much more quickly using keyword searches. Thanks to the consistently paperless concept of DMSmaxx, the customer not only saves paper and printing costs, but also conserves valuable resources.
In addition to customer enquiries, order, invoice and contract management as well as audit-proof archiving can also be carried out digitally with DMSmaxx.
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