The A to B of Output Management in ERP
The A to B of Output Management in ERP. August Bridge discusses why it's all about the documents.
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The global ERP software market is in a rapid phase of growth and is expected to reach $96.85 billion by 2032, which represents a 100% increase within a decade. With figures such as these, the competition for the most effective implementation, personalisation and configuration will undoubtedly be high.
A 2022 report showed the average cost to implement an ERP solution sat at an estimated $9,000 per user, with mid-sized organisation putting aside up to $750,000 for the full project. When scaled for large organisations, this figure quickly exceeds seven figures.
Having been around for some time, cloud technology within ERP solutions continues to progress and we are seeing emerging technology such as AI and IoT making an appearance within the technological landscape. With almost all developments we are currently seeing, they all have one common factor, and that’s they are data driven.
A finely tuned ERP solution that has cost millions of dollars to implement, that’s personalised to your exacting requirements and is processing data at lightning speed is only effective if you can extract and use that data for its intended purpose.
At the beginning of any ERP project, the last thing on people’s minds is the output of data. It’s assumed it will be possible as all the data is going in and complex analytical wizardry is being performed within the solution itself. However, this is not the case.
Those that have chosen or are considering Microsoft Dynamics 365 as their ERP solution will have heard of SQL Server Reporting Services (SSRS) – Microsoft’s answer to generating reports (or documents) from Dynamics 365. This time heavy reporting solution requires hours of complex programming to perform the simplest of tasks.
ISVs have been developing alternatives to SSRS and there are solutions available that not only eliminate the need for programming, but also bring with them a multitude of additional functionalities for the design, distribution and storage of business-critical documents. This, combined with a dedicated IT services partner, can transform your business processes.
With any business process, there is a document requirement. For example, any sale will require an invoice, be it on paper or electronic, and any delivery will require a packing slip and/or shipping label. As we look at organisations as whole systems, documents often crossover several departments from finance to the warehouse, enabling systems and processes to flow.
Automated WorkflowsStreamline tasks such as document approvals, routing, and distribution. By automating these processes, organisations can save time, reduce errors, and enhance overall productivity.
Print Globally, Not LocallyCreate documents such as shipping labels and packing slips and print in the warehouse where they are needed, rather in the office where they are generated. With effective print management you can print to anywhere, any time.
Complete ComplianceAdherence to regulatory requirements and data protection standards is critical for organisations. Utilising best practice will ensure documents comply with regional requirements such as SAFT-PT and PEPPOL for e-invoicing.
Truly Global DocumentsLarger organisations operating across multiple entities will have complex document requirements. Using a global approach, documents can be created with a standardised look and feel that meet the relevant legal/fiscal requirements, while remaining on brand.
The corresponding Sales Invoice has been generated using data from within the Proforma Order Confirmation. This is part of an automated process that does not require human intervention, therefore eliminating errors.
The appearance of documents has never been more important. With the desire for customer satisfaction to reach its highest level, organisations however large or small want to present themselves in the most professional manner. Having documents that reflect the organisation’s image and brand is essential, and small touches such as a uniform approach, adding a company logo and displaying perfectly formatted data go a long way.
This Proforma Order Confirmation demonstrates how a well-structured document can be created that reflects the company branding. All customer and supplier data is shown, along with calculations of VAT and discounts.
When planning your document requirements, consider the following:
#1. Project StructureHow many documents do you need to support your processes and when do you need them in your implementation process? Seeking advice from a partner will be beneficial at this point as they will be able to advise depending on your requirements.
#2. Functional DesignA mock-up of your documents will ensure your technical requirements are met according to your specifications. It will also eliminate scope creep by clearly defining the requirements and appearance from the start.
#3. FutureproofingYour documents may be correct and relevant for today, but can they be adapted to suit future changes in areas such as branding or the addition of further information? Ensure your documents can be amended if/when necessary, otherwise you may have to start again from scratch.
#4. Data RequirementsThink big as output management software can perform complex tasks, resulting in operational efficiencies and streamlined processes. Even if your data is not all in one place, or trapped in legacy systems, it is still accessible and can be used to create any document your organisation requires.
Document output management requires time and investment. If you’re implementing Dynamics 365, don’t expect business critical documents such as sales confirmations, invoices, purchase orders, packing slips and warehouse labels to be produced using standard Dynamics as it is simply not the case. You have two options; programme extensively using SSRS or install output management software and contact a dedicated services partner to support you through the process.
About UsAugust Bridge has extensive knowledge and experience regarding Microsoft Dynamics 365, infrastructure and business processes. Wherever you are in your output management journey, our team of highly experienced consultants use best practice to deliver on function, specification and development.
Our software agnostic approach enables us to provide you with a tailormade solution to meet your requirements. We have partnered with leading software providers to empower our customers to produce well designed documents that represent their brand and corporate identity. To find our more about August Bridge and the services we offer, please visit www.augustbridge.com
