Why Should You Integrate A DMS With An ERP Solution?

Posted by Coralfusion Technologies

Integrated enterprise resource planning is one of the integral parts of any and every business. No matter whether it’s a small scale start up or a large organization, enterprise resource planning is beneficial for each and every business. Even a few years ago, ERP was something completely restricted to large scale companies who had a robust infrastructure and a group of internal technical employees to install as well as maintain the systems. However, with the recent technological advancements, small and medium business units, too, can opt for these solutions. These days, the cloud based ERP software and the integrated ERP solutions are available on a Software-as-a-Service (SaaS) basis and due to this SMBs have benefitted to a great extent. In fact, this advanced technology allows them to avoid the tedious process of installing, maintaining and acquiring the IT networks and hardware.

With the help of cloud computing, small and medium business organizations can access sophisticated ERP solutions. This enables the business owners to evaluate the outcome, streamline the internal workflows and set new business strategies. The advanced ERP solutions eliminate the need of using traditional software when it comes to manage inventories and stocks. Using the conventional tools and following the age-old techniques leads to not only hampered productivity, but also waste of time and resource. As an alternative, companies should opt for advanced automating solutions like ERP. With the help of an advanced and genuine ERP software, managing as well as recording enterprise data is absolutely simple.

The importance of data is crucial for all businesses, and this is why they make it a point to ensure a secure and systematic method for storing and managing data in an organized way. Keeping this in mind, many enterprises also opt for enterprise document management software. This is a special type of software that allows you to scan different types of documents and store those in an organized way. If you are planning to create a central repository for all the vital information of your business, using a document management system would probably be the best possible solution. Using this software, you can scan both paper files and electronic documents and keep them in a single location. This eliminates the chance of data loss or document misplacement to a great extent. Moreover, it also becomes easier to share files with your team member using a DMS. No need to take several print outs and share those among your employees – just create a document, upload it in the software and share it with the particular group of employees who should view it.

In case, you need to work on a particular project collaboratively and a group of three or four people need to work on a single document, you can set the security standard accordingly. All you need to do is share the documents with your team members in a way so that they can make changes to those. The best feature of a DMS is that you can also keep a track of which changes were made by whom and when. In case, you think the changes that have been made to the records, are redundant or need any correction, you can also get the original version back without any hassle. Another great feature of a DMS is that you can retrieve information without any problem. Now you don’t need to spend hours looking for a single document through the folders. Just type the keyword or the name of the file that you want to locate, and it will automatically come up in the search results.

Keeping the varied business needs in mind, most organizations consider it feasible to integrate a document management software with an enterprise resource planning software. In fact, there are many vendors who offer document management system as a part of ERP solutions. Quite importantly, these solutions are available for all companies, irrespective of their size, and due to this, organizations with different strengths can opt for advanced business strategies. With a DMS, your customers can review all the order related documents while interacting with the customers via phone calls, and this will help them resolve all the issues quickly. A document management software also helps streamline the internal processes in accounting, HR and other departments. This ensures a lot of time is saved that you have to spend for locating the documents, otherwise.

Why you need to integrate a DMS with an ERP solution?

In the present age of cut throat competition, it’s the aim of each and every business to excel in the services or products that they offer and ensuring a systematic work environment is the most effective way to do that. This is especially important for companies that belong to regulated industries like medical device manufactures or pharmaceutical production. If you use these two solutions together, it will help you establish a firm connection between the transaction event and the source documents. Since the details of the transactions are recorded in these documents, it’s essential to keep a track of all these documents. In fact, it will be easier to resolve any product related problems if you can integrate these two solutions with each other.

Undoubtedly, it’s difficult to recall the particular descriptions of a product, but at times, these information are crucial for establishing the presence of the company as well as the industry compliance. An ERP solution that is integrated with a document management software enables the business owners to deal with the complicated situations with ease. It not only helps you get back to the customers instantly, but also allows you to make immediate communication with manufactures and retailers. It also helps accelerate the process of testing, repair, return, destruction or replacement of all the irreparable stock.

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