Automatically E-mail, Fax, Print and Archive documents from Baan and ERP Ln such as purchase orders, sales invoices, reminders, acknowledgments and much more!

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Baan Mail-Merge 6.5
Automatically E-mail, Fax, Print and Archive
documents from Baan and ERP Ln such as purchase
orders, sales invoices, reminders,
acknowledgments and much more!
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The Problem Delivery of Documents
Everyday your company creates several documents
such as purchase orders, invoices and
reminders. These documents need to be sent to
suppliers, customers, subcontractors or internal
employees. You may wish to attach other
documents like AutoCAD drawings, pictures or work
instructions together with these Baan documents.
The challenge is to do this in a process that
is reliable, speedy and cost effective.
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The Solution Baan Mail-Merge
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.
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Baan Mail-Merge - Benefits

1. Cut postage costs
2. Cut stationary costs
3. Cut phone costs (telephone tags or waiting for a
   fax)
4. Improve cash flow
5. Reduce lead time
6. Improve company image

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Benefits (Amphenol Jaybeam)
Amphenol Jaybeam from the UK used to print all
invoices and order confirmations and then send
them by regular mail.
Purchase orders were printed and faxed, which
often resulted in a labor intensive procedure or
suppliers not receiving the right order or not
receiving anything at all.
In addition, missing orders were a large concern
plus wasting time in sales and Administration
with sorting, folding and posting.
When they implemented Baan Mail-Merge in 2008,
sending is now automated and much easier.
There is also a money saving factor in less
letterhead paper, envelops and regular paper
being purchased and less faxing and posting
charges.
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Baan Mail-Merge
Baan Mail-Merge performs the following Parse to
individual documents Recognize supplier/customer
for each document Match it with supplier/customer
e-mail/Fax Deliver each document according to
preference (E-mail, Fax, Print or Archive)
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The Solution Baan Mail-Merge on Purchase orders
1) Parse
Baan Mail-Merge automatically parses the run and
recognizes Purchase Orders
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The Solution Baan Mail-Merge
1) Parse 2) Recognize
Supplier
Baan Mail-Merge automatically recognizes the
supplier for each Purchase Order
PO
200120
345672
210
120130
223
222
342567
123
200203
332
230345
123456
334
339
120130
338
675234
223
223109
221
234569
226
225
123459
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The Solution Baan Mail-Merge
1) Parse 2) Recognize 3) Match
Baan Mail-Merge automatically matches each
supplier with their address
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The Solution Baan Mail-Merge
1) Parse 2) Recognize 3) Match 4) Deliver
Baan Mail-Merge automatically delivers each
purchase order to the associated supplier
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Sending E-mail
Documents are E-mailed as PDF files
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Documents Need to be Professional
You can design your reports by adding your
companys logo, background
You can also sign your documents electronically
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E-mail Messages can to be Personalized
You can write a personalized message to go along
with the email being sent - you can use free
text, variables and labels. The message can be in
the language of the document
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Not Everybody Wants to use E-mail

• In addition to E-mail, you can fax, print and
  archive documents in the same run (one of them or
  a combination)

• Faxing uses supplier fax data and an option for
  100 additional address books

• Documents can be printed on Windows or UNIX
  printers

• Documents can be archived on an NT network drive
  or on the Baan server

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Faxing
JVK in Canada uses the NAZDAQ solution to e-mail
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 when
dealing with the great volume of documents they
have.
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Printing
Talum in Slovenia prints 250 invoices and 250
Performa 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.
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Archiving
A Company in Germany found a creative way to use
Baan Mail-Merge.
They began to use it in 2003, but wanted to
archive all old purchase orders from 1999.
They initiated a job and printed all the old
orders and created thousands of PDF files.
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Run Mode One-By-One

• With the One by One mode you can review each
  purchase order before sending it, verifying
  e-mail addresses and fax numbers, writing a
  special note to go along with the document sent,
  possibly add/delete attachments, setting the
  e-mail priority and ask for an email receipt.

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Run Mode Automatic
As an example, Print Purchase Orders to the
Baan Mail-Merge device. (The purchase order run
has 700 purchase orders) In few moments 400
purchase orders will be emailed 100 purchase
orders will be emailed and faxed 180 purchase
orders will be faxed 700 purchase orders will be
archived on disk 20 purchase orders will be
printed (to be manually picked and sent by
mail) All this will be done automatically!
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Attachments
The same file can always be sent together with
the Baan document (as an example, the terms and
conditions with the PO). You can also attach
files depending on certain values in the document
(as an example, an AutoCAD drawing for every item
in the PO).
The purchase order it self
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Attachments
Mtorres from Spain uses cgm files (Graphics
Metafiles) to view items.
They had a requirement to e-mail a production
multi-level Bill of Material and attach a cgm
file for every item.
This was also accomplished using Baan Mail-Merge
auto-attach mechanism.
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Purchase Approval Process
For companies where Purchase Orders above a
certain monetary threshold need to be signed by
two people, the Purchase Approval Extension comes
into place
Purchase Orders below the threshold amount are
automatically signed by the buyer and sent out,
while all other Purchase Orders are routed to the
responsible manager for approval within Baan
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Purchase Approval Process
The manager assigned to sign the Purchase Order
will be notified with an email and will be
directed to an approval session. If the Purchase
Order is approved or denied, an email will be
sent to notify the buyer about the fate of each
Order.
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Purchase Approval Process
Approved Purchase Orders are ready to be
released. This can be performed automatically by
a batch job that will release all approved orders
or the buyer can check all approved orders and
manually release them, while adding some
additional remarks or attachments.
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Baan Mail-Merge Upgrade to LN
WH Dentalwerk Buermoos in Austria 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 WH decided to roll-out Infor ERP Ln in
2007, they upgraded Baan Mail-Merge.
Josef Nobis from WH 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".
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To get a free demo version contact us at
info_at_nazdaq-it.com
NAZDAQ is a provider of Add-ons for Baan and
Infor ERP Ln Customers. Other products from
NAZDAQ are B2Win, B2Email, Baan Hot Link,
B-Notified, Baan Color Changer and Baan Query Tool