BasWare Document Archiving Software

Flexible and easy to access document archiving software

In order to fully benefit from e-business solutions, you must have full and easy access to all information. BasWare Document Archiving provides electronic access to vital information in an instant. Stored documents, such as reports, invoices and statements, are immediately available for search and retrieval. The flexibility and scalability of the system allows you to distribute services geographically to meet the needs of your remote offices. Time consuming tasks such as manual filing of paper and searching of misplaced documents are eliminated.

BasWare Document Archiving allows you to capture, index, store, share and easily use computer files of any type including scanned paper documents. Documents can be added to the system either by scanning or by importing them in any file format. Larger volumes and recurrent documents, such as general ledger, income statement and invoices, are imported automatically in batches from legacy, ERP and other enterprise applications.

Benefits of Document Archiving software

• Automated and streamlined archiving
• Easy access from anywhere in an organization
• Fast and easy retrieval of documents
• Full-text search
• No lost files
• Improved security
• Reduced need for storage space
• Electronic archive

Functional features of BasWare Document Archiving software

The fast search and retrieval functionalities of BasWare Document Archiving allow users to locate documents quickly, easily and accurately without leaving their desks. Storing and finding documents is accomplished by using the familiar hierarchical tree structure. In addition to this, documents are organized according to time and organization unit. Optical Character Recognition (OCR) and text index services provide a full-text search functionality that allows employees to retrieve documents by any word or phrase in the document. All documents can also be easily located with an extensive index search within a certain document group. Computer-generated documents are launched in their native programs and scanned images in imaging programs for viewing and printing.

Summary of the functional features of BasWare Document Archiving Software

• Package application
• Extensive search functionality:
• Time and organization dimensions
  • Full-text (OCR)
  • Indexes
  • List all by document groups
• Fast and easy retrieval
• Secure access
• Document confidentiality by user-rights
• Integration to legacy, ERP and other enterprise applications for automated archiving
• Stores scanned paper documents as well as any computer-generated documents.

Further Information

 Automated Invoice Processing [PDF 146KB]
 BasWare Invoice Processing [PDF 88KB]
 BasWare Invoice Capture [PDF 397KB]
 BasWare Purchase Management [PDF 1.01MB]
 BasWare SAP Integration [PDF 77KB]
 BasWare eBusiness Solutions [PDF 370KB]

Other related Products and Services

Outsourced Invoice Processing

DCS can supply a full service for the outsource handling of

• PO receipt of supplier invoices
• Receipt of eInvoices
• Scanning of paper original copies
• Full logging of each transaction
• Cheque cashing and handling service
• Data extraction of both header and line items
• Validation of data for correct values, codes, etc
• Matching to purchase orders
• Exception handling
• Routing for approval using BasWare as a managed service on DCSs remote servers
• Fully proven integration of remote data with over 75 ERP and accounts systems
• Full management reports

This outsourced service can at a later stage be migrated to the clients own facilities with a phased and managed transfer of equipment, system configuration and even staff thereby giving a low cost, low risk project startup

FileStore Document Management Solution

FileStore can automatically archive your scanned invoices thereby eliminating the need to store paper copies of documents for the legal requirement of 7 years or more. FileStore can also route invoices, applications, orders and other document related information automatically between departments for approval thereby speeding up and tightly controlling internal business workflow.

FileStore

FileStore automatically captures EDI and other electronically submitted/created information including statements, invoice runs, reports and form printed letters and then compresses and archives them within the FileStore server.

b-Wize Invoice
b-Wize Invoice allows supplier invoices to be scanned into digital form and then header and line item information to be automatically extracted and fed into any back office accounts or trading system. The system is fully compatible with SAP, Oracle, Open Accounts, SQL and most other accounts, ERP or back office databases and also integrates with FileStore to allow images to be routed for approval.

Outsource Invoice Processing

If you do not wish to implement in house systems using b-Wize or BasWare to process your invoices and/or purchase orders then DCS can handle this as a fully outsourced service using these solutions via web browsers.

This can be implemented as a long term trial or as an immediate cost saving solution in order to deliver benefits without any capital expenditure.