Automatically Email Fax Print and Archive documents from

Automatically E-mail, Fax, Print and Archive documents from Baan and ERP LN; such as Purchase Orders, Sales Invoices, Reminders, acknowledgments and much more!

1. NAZDAQ Company 2. The Problem 3. Important Facts 4. Baan Mail Merge Solution 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

Working with documents Handling the mass number of documents created daily, is every company’s challenge

Working with documents Company’s daily challenge of creating mass number of documents: Documents such as purchase orders, invoices and reminders need to be sent to business partners Performing this process in reliable, speedy and cost effective way

Working with documents The demands of every modern enterprise boils down to: Improve customer/vendor communications Improve cash flow Spend less money doing it With no complications

Working with documents Most Organizations are not aware of the amount of time and money spent on working with documents 30$/hr, knowledge workers waste 4, 500$/year, working with paper 15% of company revenue 60% of employee time 90% of business inform-action 85% of docs in paper form The Average doc is copied 5 times Total cost: 4, 500$/year

Working with documents The challenge is to effectively work with and distribute documents as well as reduce organization costs!

Greener is better Saving the planet and our wallet Automating paper & office processes workflow Less reliance on paper based transactions Evolving business processes “to do more with less” Organizations with all sizes are challenged today to improve business processes, in order to comply to international standards!

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.

7 Phases Parse Recognize Match Customize Add Personalize Deliver

Parse, Recognize & Match – (Phase 1 -3) Parse Supplier P. O 200120 210 Baan Mail-Merge automatically recognizes the business partner after parsing each document (supplier for purchase order) 345672 223 120130 222 342567 123 200203 332 230345 334 123456 339 120130 338 675234 223109 221 234569 Recognize Match 226 225 123459 Baan Mail-Merge automatically matches each supplier or customer with their preferred method of delivery: e-mail address, fax number, printer name and archive path

Customize – (Phase 4) Customize An easy to use design allows for adding company logo, background You can also sign your document electronically

Add – (Phase 5) Add Baan Mail-Merge automatically adds “inserts” that go along the document; such as photos and datasheets of the items ordered Documents defined in document management system (such as Baan Hot Link or ODM) can be automatically attached to document being sent

Add – Example (Phase 5) 25825 26852 28841 41414 You can also attach files to the Baan document depending on certain values (as an example, terms and conditions, or/and an Auto. CAD drawing for every item in the PO)

Personalize – (Phase 6) Free Text Personalize Variables & Labels Baan Mail-Merge User Defined automatically Footer prepares a personalized message body or cover letter to go along with the A personalized message can go along with the e-mail or fax document being sent – includes free text, variables and labels. A user defined footer with address data.

Summary of 6 Phases Parse Recognize Match Customize Add Personalize

Deliver – (Phase 7) Deliver Baan Mail-Merge can automatically deliver each document to the associated business partner

Before you Deliver – The Approval Module With an additional module, you can send purchase orders for cycle approval by managers before delivering

Deliver – Interactive mode (Phase 7) With the “One-by-One” mode, you can review each document before sending it, verify e-mail addresses and fax numbers, write a special note to go along with the document sent, possibly add/delete attachments, set the e -mail priority and ask for an e-mail receipt.

Deliver – Automatic mode (Phase 7) With the “Automatic” mode, you can schedule a nightly job were documents will be automatically sent to e-mail addresses, fax numbers , printers as well as archived.

Deliver – An Example (Phase 7) Print Purchase Orders” to the Baan Mail-Merge device (The purchase order run has 700 purchase orders) 400 E-mailed 100 E-mailed & Faxed 180 Faxed 700 Archived on Disk 20 + Printed All this is done Automatically!

Main Features Each document can be sent to a combination of delivery methods: e-mail, fax, printer and archive Request receipt and priority for e-mails Multiple printers can be defined for every printout Support for multiple address books

Main Features Support for different e-email systems Support for different fax servers Printing on server or client Archiving on server or client Supports all Baan versions: Baan 4, Baan 5, ERP LN

Main Features Baan Mail-Merge produces a log file that reports all documents and attachments that were sent

Barcode and Special Graphics Extension Support for barcode and special characters when generating PDF files Automatic inclusion of logo, footer, background and signature This extension uses a special printer that works through centralized installation on each Windows client using Mail-Merge

Benefits Cut postage costs Cut stationary costs Cut phone costs (telephone tags or waiting for fax) Improve cash flow Reduce lead time Automate & improve business processes Improve company image (greener, better service)

Success Story - Faxing JVK in Canada uses the NAZDAQ solution to email and fax acknowledgments to customers, including sending a copy to the sales representative. When JVK was looking for a fax solution to integrate with Baan Mail-Merge in 2003, few options were available. They decided to choose Internet faxing as they found it to be an economical solution to in-house fax servers. It has proved to be definitely faster & more effective when dealing with the great volume of documents they have! customer

Success Story - Printing Talum in Slovenia prints 250 invoices and 250 Proforma invoices every day. They wanted to print each one at different printers in different departments: Finance, Marketing, the mother company, the warehouse and the shipping departments. All this was accomplished using Baan Mail -Merge! customer

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 Mail-Merge. 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". customer

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