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Sage 200 – Document Capture

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Archive

Capture

1 Introduction

2 Spindle Document Capture for Sage 200

3 Benefits and Features

5 Capture

6 Archive

7 View

8 Spindle Professional Integration

9 Case study – Greentree

10 Case study – VW Heritage

Contents

> How many documents get lost or misfiled?

> Is your office cluttered with piles of documents?

> How much time do your staff spend walking around the building, searching for paperwork?

> How often do your accounts team get asked for documents by other departments?

> Would it be useful if the sales department could access all relevant documents whenever they need to?

> How would it improve efficiency, if all your incoming and outgoing documents were stored in one place and accessible instantly?

> How safe is your document storage?

> How much money do you spend on off-site storage?

> Do you comply with HMRC regulations?

> How conscious is your company about its environmental credentials?

Answering the below questions will help you evaluate the need for a document capture solution for your business.

Why buy Spindle Document Capture?

“By capturing data, storing it against sales orders and tagging it independently, our documents have become far easier for all members of staff to find. Spindle Document Capture has also allowed us to capture additional documents that we previously haven’t had a method of storing.”Tom Rawlinson, Sales & Operations Support Manager, Greentree Shercon

Introduction

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Why buy Spindle Document Capture? Spindle Document Capture will enhance the way you work and transform your document management processes by providing a simple, yet effective means to easily capture and electronically archive documents and view them directly within Sage 200.

Switching from paper to electronic processes can bring numerous benefits to your company, including reducing required storage space in your office or eliminating external document storage costs. In addition, all documents are stored in one place, which vastly improves the document retrieval process.

With Spindle Document Capture you immediately reduce the costs of processing incoming documents. Through instant scanning, archiving and retrieving of documents you save time and eliminate the risk of misfiling an important paper document.

Storage and monitoring of documents is more secure and you can access and share documents quickly and easily. Spindle Document Capture removes the need for time consuming and routine administration tasks, boosts productivity, reduces the risk of errors and saves on print and paper cost. By transforming your document management process, Spindle Document Capture brings you closer to the reality of running an efficient paper-free office.

Spindle Document Capture for Sage 200

HM Revenue & Customs

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Benefits and Features

Spindle Document Capture will enhance your document management processes by giving you greater access to documents, reducing paperwork and improving accuracy.

Spindle Document Capture helps to comply with HM

Revenue & Customs regulations regarding storage of

electronic invoices. However you must ensure you still

adhere to HM Revenue & Customs guidelines.

Source

Electronic invoicing, HMRC Reference: Notice 700/63 (June 2007).

“You must:

> be able to guarantee the authenticity and the

integrity of the content of your source documents

throughout the storage period by electronic or

procedural means, and store all the data related

to your invoices; and

> store your invoices in a readable format. You must

readily be able to recreate the invoice information

as at the time of its original transmission.

And you must keep history files so that you can

find the appropriate details from any particular

time in the past if you are asked to do so by a

visiting officer.

This also applies to scanned images of paper

documents used and stored as electronic records

for VAT purposes.”

Authenticity

Integrity

Compliance

HM Revenue & Customs compliance

HM Revenue & Customs

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The amount of paper waste can be significantly reduced

when using digital documents instead of paper. Not only

will it reduce your carbon footprint, but also bring savings

on paper recycling fees.

Work directly within Sage 200 to capture and archive

incoming documents, either from a file or from a scan.

Spindle Document Capture integrates into the following

Sage 200 modules to handle many types of incoming

documents throughout your organisation.

With Spindle Document Capture, documents are

electronically stored instead of using up valuable office

space and can be destroyed when scanned.

> Sales Order Processing

> Purchase Order Processing

> Sales Ledger

> Purchase Ledger

> Nominal Ledger

> Cash Book

> Project Accounting

Speed up work flow – by using specific document types Spindle Document Capture instantly associates the relevant account/transaction data to the document.

Reduced storage space

Reduced environmental impact

Capture & archive within Sage 200

Spindle Document Capture menu is

fully integrated into Sage 200.

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Capture

Pending Tray is a holding area for your incoming

documents, where your captured documents wait to be

archived in Sage 200. This means that users without

access to Sage 200 can capture and hold documents in

the Pending Tray until the accounts department is ready

to archive the documents in Sage 200.

Introducing the Pending Tray

Centralise business processes – if your company

operates in a number of branches, either in the UK or

abroad, you can streamline your document capturing.

Non-Sage 200 users in various locations can scan

documents directly into Spindle Document Capture’s

Pending Tray, for archiving later at Head Office.

This eliminates the need to post or email documents

to your accounts department, saving you money

on postage, saving time and reducing the risk of

documents going missing in the post.

Improve efficiency by easily scanning batches of

documents in one go. Scans can be linked to the relevant

entries in Sage 200 enabling instant viewing.

Streamline internal processes – batches of

documents can be scanned in by any Capture user,

saving time in your accounts department e.g. batches

of signed delivery notes can be scanned directly in

the warehouse and can be archived back in to Sage

200 against the correct transactions.

Archiving by the Accounts Department

Warehouse

Reception

Depot

Branch

Pending Tray

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Archive

Enter your order into Sage 200 as normal, print off the

barcode and place it anywhere on your document.

When scanning the document, Spindle Document Capture

will automatically recognise it and assign the document to

the correct entry within Sage 200.

Instantly associate scanned documents to Sage 200

entries using barcodes.

Put barcodes onto your documents and scan them in

batch at any later point in time, meaning fewer trips to

the scanner. As soon as your barcoded documents are

captured, they can automatically be archived against

relevant entries in Sage 200.

Easy archiving with barcodes

Save time – by scanning batches of documents

in one go, including multiple page documents.

By using barcodes, Spindle Document Capture will

automatically recognise the length of each document.

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View

Document Search is an easy search tool for all types of

documents and can be used by both Sage 200 users and

non-accounting staff to view documents, giving greater

accessibility to other departments and reducing queries

within the accounts department.

Search button will allow you to view copies of documents directly within the Nominal Ledger.

Instantly view documents from within various areas of

Sage 200, making it quick and easy to find the documents

you need.

Quick document viewing

Improve efficiency – with the document preview

button located directly in the Nominal Ledger screen.

View all associated documents instantly without the

need to search for documents.

Reduce queries – allow access to view documents

across all departments.

Increase accuracy – find relevant documents

instantly, reduce the chance of misfiling or losing

documents.

DocumentSearchDirectors

Customer Services

Sales Managers

Depot Managers

Accounts

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Spindle Professional Integration

Spindle Professional™ is an outgoing document solution that, with just one click, sends documents to multiple locations by email, fax and print. It can take care of all your outgoing documents like invoices, sales orders, purchase orders, delivery notes, statements, remittance advices, credit notes and many more.

Documents sent by Spindle Professional can be branded

to your company, including promotional offers, various

designs and even relevant terms & conditions, depending

on how and what you send out.

Spindle Professional used in conjunction with Spindle

Document Capture creates a complete document

management solution for Sage 200 and it helps you

achieve a paper-free office.

Spindle Document Capture instantly archives all your

outgoing documents for immediate viewing within Sage

200 or through the convenient Document Search tool.

In addition, when your outgoing documents (e.g. signed

Despatch Notes) come back for archiving, Spindle

Document Capture will automatically recognise barcodes

printed by Spindle Professional and assign your scanned

documents to correct entries within Sage 200.

Your signed and scanned Despatch Note, ready to be archived by Spindle Document Capture.

Barcode generated by Spindle Professional.

The associated Sage 200 data has been automatically extracted by Spindle Document Capture.

Quick and easy information retrieval – All your

incoming and outgoing documents will be stored in

the same location. With a click of a button you will be

able to view the sales quote, purchase order, despatch

note, sales invoice and even your order query

correspondence.

Award winning solution

Reduce costs

Easy to use

Document automation

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Case Study

Greentree Engineered Solutions Website: www.greentree-eng.co.uk

Spindle Document Capture ResellerPinnacle based in England.

www.pinnacle-online.com

> Documents are much easier to find

> Allows them to capture additional documents that previously had no method for storing

> Easier to maintain digital archives

> Better access to electronic files from other office locations

Company Overview

Greentree provides top quality precision masking and

protection products and materials which are approved

and used within industries such as aerospace, automotive,

electronics, medical and metal finishing in the UK

and worldwide.

The Challenge

Greentree were ahead of the paper-free office game, with an

electronic filing system already in place. This allowed them

to scan customer purchase orders, manually rename the file

to match the purchase order and save documents within a

folder hierarchy on their server. Although easier to retrieve

documents if the customer name and purchase order was

known, the system was not very efficient and there was no

uniformity in naming conventions or filing systems.

In addition, the storage of additional documents was

inconsistent. When the time came to upgrade from Sage

50 to Sage 200, the company took the opportunity to find

a more robust, order system for storing their customer

purchase orders.

The Solution

With its integration with Sage 200, Spindle Document

Capture was chosen as the ideal solution to enable

Greentree to capture, archive and view documents within

their ERP system. The advantages of Spindle Document

Capture over their previous system were that it provided the

desired uniformity, reliability and expansion capabilities that

the business required to continue its growth.

What they have to say:

Tom Rawlinson, Sales & Operations Support Manager

at Greentree says:

“By capturing data, storing it against sales orders and tagging it independently, our documents have become far easier for all members of staff to find. Spindle Document Capture has also allowed us to capture additional documents that we previously haven’t had a method of storing.”

Case Studies

10

Case Study

VW Heritage Website: www.vwheritage.com

Spindle Document Capture ResellerEureka Solutions based in East Kilbride, near Glasgow, Scotland.

www.eurekasolutions.co.uk

> Documents are easy to find and are available to view immediately

> Instant access to electronic files from other office locations

> Significant time savings

> Process efficiency improvements

Company Overview

VW Heritage is the UK’s largest air-cooled VW specialist,

supplying quality Volkswagen restoration and replacement

parts for Beetles, Buses and Ghias, as well as stocking parts

for the water-cooled models. In addition to the restoration

division, VW Heritage also have a dedicated performance

and styling arm.

VW Heritage is supported by a consultancy firm, HILLINGAR

to provide their supply chain support needs.

The Challenge

VW Heritage used a traditional paper filing system

to organise their delivery notes, invoices and other

documents. Like in a typical office, the paperwork was

often kept in piles, on different desks, awaiting filing. The

amount of time spent trying to find relevant documents in

different locations could have been spent more wisely and

it became apparent that VW Heritage needed a solution to

improve their overall efficiency.

After looking at a number of options, trying to find the ideal

solution proved to be a challenge itself, as the available

software was either cost prohibitive or didn’t integrate into

Sage 200.

The Solution

Spindle Document Capture provided the ideal solution

to help VW Heritage improve workflow and reduce the

amount of time and stress in looking for documents.

Spindle Document Capture was set up within a few hours.

It integrates directly into the relevant Sage screens to

enable its users to find documents with a click of a button.

The software is clear and simple to use, all its interfaces and

functionality are clean and user friendly. Documents are

now scanned daily and automatically archived by Spindle

Document Capture, which means that any authorised

person can immediately view them when and where they

need it.

What they have to say:

Rob Little, external consultant for VW Heritage says:

“The purpose of introducing a document capture, archiving and instant viewing solution was to improve workflow and reduce time and stress. Spindle Document Capture covers this perfectly.”

“Spindle Document Capture does exactly what it promises to do. It’s simple and easy to use and has helped us save a significant amount of time searching for documents. Now everywhere that I can see the transaction in Sage 200, I can instantly find the relevant documentation.”Katie Bates, Assistant Accountant, SNF (UK) Limited

Draycir Ltd. 1-3 De Montfort Mews,

Leicester LE1 7FW, United Kingdom

T: +44 (0)845 123 2941

E: sales@draycir.comSpindle Document Capture has been awarded the Sage Innovation Award 2012:

Copyright © 2002 - 2014 Draycir Ltd. All rights reserved. Draycir, the Draycir logo, Spindle Document Capture and the Spindle Document Capture logo are either trademarks or registered trademarks of Draycir Ltd.

All information is correct at the time of going to print

Requirements

Product Range

Spindle Document Capture is one of a range of products available from Draycir, specialists in document distribution and credit management solutions.

AwardsFor more information please visit

www.draycir.com/spindledocumentcapture

or call +44 (0)845 123 2941

Sage ISV

Partner of the Year

Winner 2013

Server 1 Ghz Intel-compatible processor4 GB of memory500 MB free disk spaceInternet Explorer 7 or aboveSQL Server 2005 or aboveWindows 8, 7, Vista, Server 2012, 2008, 2003

Client1 Ghz Intel-compatible processor2 GB of memory500 MB free disk spaceInternet Explorer 7 or aboveWindows 8, 7, Vista, XP (32-bit), Server 2012, 2008, 2003

Scanner32-bit TWAIN driver

Sufficient disk space is required for your document archive (file sizes will vary depending on the type and content).

Draycir has a policy of constant development and improvement. We reserve the right to alter, modify, correct and upgrade our software products and publications without notice and without incurring liability.

EN/UK/SAGE 200 V1.2