IntelliChief JDA Integration SpecSheet_V1002.indd

Paperless Process Management
for JDA MMS
Overview. The JDA Merchandise Management System (MMS) is the first choice for retailers
demanding a reliable, streamlined implementation at the lowest cost of ownership.
MMS supports the core inventory control, cost and price management, purchase order
management, automated replenishment and allocation of products. When implemented
in conjunction with IntelliChief document management, imaging, and workflow solution,
it becomes a powerful system to enhance A/P, customer service, purchasing, receiving,
billing, and other paper-intensive processes.
PA P E R L E S S P R O C E S S M A N A G E M E N T ( P P M )
AT A G L A N C E
Paperless Process Management, or PPM, is the next
IntelliChief
evolutionary step of document management and imaging
Document imaging, workflow, storage
solutions. PPM doesn’t focus only on the documents your
business handles, it takes into consideration your business
FastFax™
processes as a whole and integrates technology that enables
Enterprise Faxing and Email (inbound & outbound)
your company to truly go paperless.
IntelliChief PPM solutions are modular in nature, allowing you to
implement one at a time, according to your budget and schedule.
When combining IntelliChief with FastFax and Formtastic, JDA MMS
users end up with a complete Paperless Process Management (PPM)
system that empowers them to eliminate paper, filing cabinets, and
automate document distribution.
Electronic Forms, Laser MICR Checks, and Barcode Labels
PPM
The act of integrating the products listed above with JDA MMS
enabling capture, creation, workflow, archival, retrieval, and
distribution of mission-critical documents directly from users’
MMS screens. Eliminates paper, filing cabinets, and improves
With PPM, companies can streamline their operations by
productivity, customer satisfaction, and has direct impact on
capturing, processing, archiving, retrieving, and electronically
the bottom line.
distributing mission-critical documents such as purchase
orders, invoices, statements, acknowledgements, packing slips,
proofs of delivery, and other documents. By eliminating the
paper and enabling users to access all documents directly from
their MMS screen, gains in productivity and cost reductions are
immediately felt.
v1001
Formtastic™
PA P E R L E S S P R O C E S S I N G F O R J D A M M S
Processes such as accounts payable, customer service,
purchasing, receiving, invoicing, and others are streamlined
and improved simply by eliminating manual tasks involved
with paper handling, document sorting, distributing paper
documents, and chasing people for approvals. That is done by
creating and capturing key business documents electronically,
to make them available directly from a users’ desktop
computer and their MMS application screens.
Capturing documents electronically
When vendor invoices, statements, acknowledgements, or
other documents are faxed to your company, IntelliChief
captures them eliminating the need to have manual fax
machines and procedures for administrative staff to
collect, sort, and distribute the incoming faxes. Since the
faxed documents are electronically captured, they are
made available for immediate on-screen review and can be
forwarded to the appropriate person or department with no
user intervention.
Scanning client allows for easy on-demand or batch scanning
Creating documents electronically
As a JDA MMS user, you routinely need to print documents
using multi-part pre-printed forms, are restricted to the data
contained in spooled files, and has little – if any – flexibility in
determining what your reports and documents will look like.
Add logos, colors, barcodes, signatures, and use advanced
database queries functions to include data not originally
contained in your spooled files directly to the electronic
document.
Inbound faxes are captured, automatically routed and archived.
Not only incoming faxes can be captured electronically. A
signature on a Bill of Lading, or at the point of sale is also
captured electronically using signature pads and other
devices. Once the signature is captured, it is archived with the
respective document in IntelliChief.
In the case of paper documents being received, quicker action
can be taken by scanning and electronically forwarding them
to the appropriate person. Signed receiving documents are
scanned and automatically routed to Accounting, triggering
the payables process.
»
Formtastic’s dual screen GUI designer lets users create forms and map spool data
with simple yet powerful drag-and-drop capability.
The Formtastic™ and FastFax™ trademarks are the property
of Quadrant Software, LLC
“At any time of the day, we all have visibility into one another’s inboxes, so if there’s a rash of
orders at either office, we can pass them off to another to assist in processing them. Before,
we had to do that with phone calls and faxes. IntelliChief has really expanded our business
beyond the boundaries of our office walls.”
– Bob Varney, Director of Customer Care at Sperian Protection
Managing electronic documents using workflow
As documents are created and captured, IntelliChief’s workflow
engine uses business rules, the same rules you have to run your
business today, to determine the next action to be taken with the
document. It can be routed for approval, an alert can be sent to a
manager, or the document can be automatically faxed or emailed
to a vendor or customer. All is done without user intervention,
speeding up processes and eliminating non-productive time.
Workflow actions can be customized according to your specific
business rules, speeding up approvals and moving documents
faster through the process.
Electronic Inboxes help users find and process documents. Inboxes can be
configured according to the business process.
Multiple decision levels and complex business rules can be
configured to enable faster processing and increased productivity.
Since everything can now be handled electronically, IntelliChief
takes care of the sending and receiving of documents throughout
the whole process. Users don’t worry about the status of approvals,
supervisors have complete visibility to where documents are in the
process, and managers relax knowing the system will notify them if
any discrepancies to the process are found.
Archiving and digitally storing critical MMS documents
Documents captured or created by IntelliChief are electronically
stored into the document imaging database. IntelliChief’s JDA
MMS Integration ensures that purchase orders, invoices, receiving
documents, checks, and other MMS generated documents are stored
electronically for later retrieval. Through a seamless integration
with MMS, IntelliChief creates indexes (key data about a document
used for retrieval) directly from the information displayed on the
screen. For example, when creating a purchase order, IntelliChief
captures the purchase order number, the vendor number, the dollar
amount, the date, and any other pertinent information and stores
that with the recently created purchase order. In addition to this, it
re-indexes the purchase request or any other relevant document
associated with that particular transaction so that all those electronic
documents remain linked in the database for later retrieval. All this
happens without intervention from the user.
Integration with JDA MMS allows for automatic re-indexing of documents directly from the ERP screen.
Distributing documents from JDA MMS
As documents are created, captured, approved, and move through your business processes, they may have to be distributed via fax, email, or
printed to customers, suppliers, and other departments. With specific integration into JDA MMS master files and screens, and by monitoring
output queues for specific spool files, IntelliChief can automate the distribution of such documents electronically. Users can also fax or email
purchase orders, statement, invoices, and more on-demand directly from their MMS screens.
Searching for and retrieving documents from JDA MMS
One of the most powerful benefits that come from a full paperless
process management solution for MMS users is the ability to search
for and retrieve documents directly from their screen. No more
going to the archive room or looking through endless filing cabinets
to find customer files. Users can now get the information they need
directly from their application screens. Users know how to search
for a PO by using the Purchase Order Inquiry screen, and they will
continue to do that as usual. But now when that PO comes up on
the ERP screen, it will also be brought up by IntelliChief to the user’s
screen showing not only the original PO that was created and faxed
to a vendor but also all related documentation (original PO request,
vendor acknowledgement, vendor invoice, etc.) is a mouse-click
away.
When Accounts Payable needs to look up a transaction, when an
auditor wants to review certain payments, or when a manager needs
to see supporting documentation before approving payment, they
can use JDA MMS inquiry screens to bring up one document and let
IntelliChief find related doucments.
As the invoice, purchase order, check, or any other document
is retrieved in IntelliChief, the user can easily bring all related
documents by clicking and selecting to see related documents.
These documents are then retrieved from their imaging database
and displayed on screen.
CUSTOMER TESTIMONIALS
“We just knew that it made good business sense. If you can
automate, streamline, save money, be more productive, and
efficient, then it’s a no-brainer. That’s how we approached it when
we presented IntelliChief at the executive level. They just said, ‘Hey,
it makes sense to us.’”
- Gary Baker, Director of IT at Metal Technology Solutions
Documents are easily retrieved from the image archive. A mouse-click brings
up related documents, such as the originating purchase request, the purchase
order, the order acknowledgement, and the invoice, as shown in the screenshot
above.
“People at our headquarters are happy because they see how much
better connected they are to our store locations. IntelliChief is
really helping us not only streamline the process, but also enhance
both our internal and external communications. Additionally, the
IntelliChief team has been great at helping us design the best
possible and most efficient business process for our particular
needs.”
- Donald J. Abramson, IT Director at Shemin Nurseries
“We have years of business documents and regulatory
filings stored everywhere. Our hallways are overflowing with
file cabinets filled with paper. We can’t afford not to be in
control of how our paperwork is processed. Our regulatory
environment demands it.”
– Marc St. George, Director of MIS, Smith & Wesson
CONTACT US TODAY
Once documents are retrieved, the user can then print, fax, or email. No
need to put customers on hold while you search filing cabinets, and no d
at fax machines waiting to fax a document. It’s easy, it’s fast, it’s everything
electronic.
To schedule a personalized demonstration of how Paperless Process
Management can help your organization and to know more about
our integration options, please call
508-594-2800, email [email protected] or
visit www.intellichief.com.
I N T E G R AT I O N W I T H J D A M M S
JDA MMS screens have been integrated into IntelliChief, providing
you easy access to stored electronic documents. From screens
such as Purchase Order Release, Purchase Order Inquiry, PO
Receiving, Invoice Entry, Unmatched Accounts Payable Display,
and History Payables you are able to index documents and
retrieve documents electronically.
This integration ensures users never leave the JDA MMS screens
or their desks, increasing productivity and reducing errors.
The Formtastic™ and FastFax™ trademarks are the
property of Quadrant Software, LLC
508-594-2800
[email protected]
www.intellichief.com
World Headquarters
13095 Telecom Parwkay North, Tampa, FL 33637
phone: 508-594-2800; fax: 508-339-8343
email: [email protected]
General Sales Inquiries
[email protected]
www.intellichief.com
phone: 508-594-2800