News

Document Imaging Solution Integrates with Activant Prophet 21™

YARDLEY, PA April 25, 2007 -- Distributors using Activant Prophet 21™ as their enterprise software solution, can now take advantage of a complementary product that could eliminate the rows of filing cabinets that crowd most distributors' offices.

DocMan, a document imaging solution, allows users to store documents in a digital environment, greatly reducing the time and aggravation associated with traditional paper filing. In addition, by automating and streamlining document storage, DocMan decreases a distributor's dependence on clerical staff, which reduces overhead and sends more dollars to the bottom line.

Electronic Filing

Designed to act like an electronic filing cabinet, DocMan organizes files into cabinets, folders, documents, and pages, while enabling users to create custom indices with searchable keywords. Traditionally, when an office collects a batch of invoices from a supplier, everything needs to be copied – often in triplicate – and filed by hand. With DocMan, documents are scanned and indexed electronically.

Documents can be called up with a quick keyword search in the solution. In addition, the document can be reproduced in whatever form it was originally received, whether as paper, a fax, or an e-mail attachment.

COLD Capturing

DocMan also helps distributors electronically store internally created documents. Computer Output to Laser Disk (COLD) functionality allows Prophet 21 to communicate with a distributor's imaging server as if it were a printer. COLD stores pick tickets, invoices, etc., and indexes them according to user-defined templates, virtually eliminating the need for manual intervention.

COLD can also be used to capture and store the myriad day-, month-, and year-end reports distributors produce, and makes them searchable by the information they represent (i.e., customer number, SKU, etc.).

DocMan also contains an OCR (Optical Character Recognition) module, which converts bit-mapped images into text documents. OCR can streamline the process of filing mailed or handwritten documents, as it batch captures and indexes them according to your templates.

Time and Money

As a rule, when saving documents electronically, the original image cannot be changed. DocMan provides annotation capabilities – including underscoring, single line text, electronic "sticky notes," and the ability to block out confidential information – to help distributors maintain control over their documents.

DocMan includes modules for scanning, indexing, searching, and retrieving, printing, faxing, viewing, OCR, e-mailing, making notes, and saving archives to CD media. The integration of DocMan to Prophet 21 enables distributors to drastically cut the time and costs associated with paper filing, and focus their resources on more important areas, like customer service and the bottom line.

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