Automatically E-mail, fax, print and archive documents from Baan such as purchase orders, sales invoices, reminders, acknowledgments and much more! - PowerPoint PPT Presentation

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Automatically E-mail, fax, print and archive documents from Baan such as purchase orders, sales invoices, reminders, acknowledgments and much more!

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Baan Mail-Merge 6.4 Automatically E-mail, fax, print and archive documents from Baan such as purchase orders, sales invoices, reminders, acknowledgments and much more! – PowerPoint PPT presentation

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Title: Automatically E-mail, fax, print and archive documents from Baan such as purchase orders, sales invoices, reminders, acknowledgments and much more!


1
Baan Mail-Merge 6.4
Automatically E-mail, fax, print and archive
documents from Baan such as purchase orders,
sales invoices, reminders, acknowledgments and
much more!
2
The Problem Delivery of Documents
Every day your company creates lots 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.
3
The Solution Baan Mail-Merge
Baan Mail-Merge is an enterprise-wide e-commerce
system, tightly integrated with Baan, allowing it
to automatically E-mail, fax, print and archive
documents like purchase orders and invoices and
produce dramatic time and money savings. The
Purchase Approval Extension comes to cover the
area where Baan Mail-Merge is used for purchase
orders and more than one person must sign certain
orders, based on the amount.
4
Baan Mail-Merge - Benefits
  1. Cut postage costs
  2. Cut stationary costs
  3. Cut phone costs (telephone tag or waiting for a
    fax)
  4. Improve cash flow
  5. Reduce lead time
  6. Improve company image

5
Baan Mail-Merge - Features
  • Address books (To, Cc, Bcc)
  • Personal message to go along with every document
  • Define layout of document
  • logo, footer
  • background letterhead
  • user signatures
  • 4) Define attachments that need to go along with
    the document
  • terms and conditions
  • AutoCAD drawings, pictures or work instructions

6
Baan Mail-Merge - Features
  • Different run options
  • cover page (For faxes)
  • compression
  • Logging
  • What if recipient is not found
  • Action Email, Fax, Print or Archive
  • Sending method Automatic or One-By-One
  • Purchase Approval Process (for Purchase Orders
    only)
  • Secure PDF Produce PDF files that cannot be
    printed, edited (even with Acrobat Writer),
    disable Copy Paste of text. You can produce
    password protected files.
  • Email priority.

7
1. Address Books
For every supplier and customer, we define 1.
E-mail address, fax number 2. Delivery method
E-mail, fax, printer (one or a combination) 3.
Every document can sent to one or more address
books (To, CC, BCC).
100 address books supported for every supplier
and customer (in add-on System) 3 Address books
supported for every supplier and customer (in
Baan supplier/customer table)
8
2. Personal Message
You can write a personalized message to go alone
the email being sent. You can use free text,
variables and labels. The message can be in the
language of the document
9
3. Layout
You can design your reports by adding your
companys logo, background
You can also sign your documents electronically
10
4. 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
11
5. Different Run Options
Define your own run options to best fit your
process
  1. If recipient data does not exist Send document
    to sender or print it
  2. Logging While every move in the system is
    logged, you can activate a notification system to
    notify users of what has happened and what is
    waiting for them to process.
  3. Cover Pages Use a cover page if you prefer to
    use one while faxing.
  4. Compression While some companies prefer sending
    all attachments as-is, you can use different
    compression methods to deliver documents in a
    secure and compact way.

12
6. Sending E-mail
- Documents are E-mailed as PDF files
13
6. Sending Fax, Print and Archive
  • 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

14
7. Run Mode Automatic
As an example, Print Purchase Orders to the
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!
15
7. Run Mode One-By-One
  • With the One by One mode you can review each
    purchase order before sending it, verifying email
    addresses and fax numbers, writing a special note
    to go along with the document sent, possibly
    add/delete attachments, setting the email
    priority and ask for an email receipt.

16
8. 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.
17
8. 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.
18
8. 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.
19
Technical Requirements
  1. Single installation on Baan Server Every user
    with permissions can use product.
  2. Works on Baan 4c, Baan 5b, Baan 5c and LN
  3. Works on Unix, NT and AS400

20
Email Integration
You can choose one of four methods for sending
emails using Baan Mail-Merge 1) PC-blat Send
email using an SMTP port from the local PC
running BW. 2) Outlook Send email with an
Outlook API from the local PC running BW 3)
NT-blat Send email using an SMTP port from the
Baan NT server. 4) Sendmail Send emails using
Unix sendmail.
21
Fax Integration
You can choose one of the following fax Servers
to enable faxing from Baan Mail-Merge
1.     Internet Fax www.fax.tc 2.     RightFax
- www.captaris.com 3.     Fax Maker -
www.gfi.com 4.     Ferrari-Fax -
www.ferrari-electronic.de 5.     Zeta-Fax -
www.equisys.com 6.     Mrs-System www.cycos.com
Baan Mail-Merge can possibly work with other fax
servers that support SMTP
22
To get a free fully operational demo version
contact us
info_at_nazdaq-it.com NAZDAQ - Nazareth Data Quest
Ltd.Tel 972-4-608-0023 Fax 972-4-647-0112
Baan Mail-Merge Release-Notes
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