Paperless Software

  • Paperless Software

    Posted by DSC Communities on March 16, 2017 at 2:50 pm
    • Valerie Smith

      Member

      March 16, 2017 at 2:50 PM

      Will be investigating paperless software choices that will work well with Dynamics GP. I know there are various software choices for this looking to get some user opinions on which ones to look at.

      Thank you in advance

      Valerie

      ——————————
      Valerie Smith
      Controller
      New Fashion Pork, LLP
      Jackson MN
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    • Rob Klaproth

      Member

      March 16, 2017 at 3:01 PM

      Valerie,

       

      There are a lot of options out there.  Your first question should be “what are my must haves” and what are your goals?

       

      Then you can start aligning yourself with a product and an organization that will meet those objectives.

       

      You should look at Coupa – if you’re looking for an end to end solution with procurement to payment (P2P) to the vendor and want to have the option later on of also doing expense reports, sourcing (having vendors login to a portal and bid on contracts), contract management, spend analysis and other value-added items that bolt directly on top of your existing investment in Coupa.   We have developed an integration pack with Coupa that integrates solidly with Dynamics GP:

      http://www.armaninollp.com/software-solution/software-products/coupa

       

      Paperless is great, we have several clients using it, I’ve worked with them for years, they don’t like doing upgrades or other stuff on weekends however, so that’s one thing to keep in mind when working with them if you go that route. J


      In addition, reQlogic is great, we also sell that to clients who don’t want to be in the cloud and pay a subscription (who would rather buy the software and host it in their own data center).

       

      A few of our clients also use Ariett which makes requisition and invoicing and other products that integrate directly with GP.

       

      At the end of the day it may come down to price, and Paperless does compete very well in that area. J


      Rob

       

       

       

       

      ——Original Message——

      Will be investigating paperless software choices that will work well with Dynamics GP. I know there are various software choices for this looking to get some user opinions on which ones to look at.

      Thank you in advance

      Valerie

      ——————————
      Valerie Smith
      Controller
      New Fashion Pork, LLP
      Jackson MN
      ——————————

    • Kathleen Bauer

      Member

      March 17, 2017 at 9:03 AM

      Valerie,

      Our accounting department is going paperless right now.  We’re transitioning to KwikTag.  Their price was right.  You can tag documents and be able to view them in GP, or in KwikTag.  We are also tagging contracts and other offline paper.  So far, it’s easy to use and transitioned well with our recent 2016 GP upgrade.  I’m old school, literally, so it’s a big change not to use banker boxes full of paper, and create reams of labels for all my new folders each year.  I think I like it.

      Good luck,
      Kathleen

      ——————————
      Kathleen Bauer
      Ohio Shared Information Systems
      Cincinnati OH
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    • Chris Hadden, CPP

      Member

      March 17, 2017 at 9:14 AM

      Valerie,

      Rob and Kathleen have given some great suggestions.
      I wanted to weigh in on HR and Payroll specifically, if you are managing that in-house through GP.
      Self-service portals and delivery of electronic paystubs are great ways to help your organization go paperless.

      GP has an employee self-service portal which you should definitely check out. And both Integrity Data and Greenshades Software are ISV options available to help you go paperless within GP HR and Payroll. There may be others out there that someone else can weigh in on too.

      Greenshades has written a couple of blogs on this subject as well:

      Is it time to go paperless?

      Things I learned from the paperless payroll chat

      Good luck with the paperless transition!

      ——————————
      Chris Hadden, CPP
      Technical Sales Manager
      Greenshades Software
      Jacksonville FL
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      ——————————————-

    • Tracy Yaklyvich, MBA

      Member

      March 17, 2017 at 10:14 AM

      Valerie, what paper are you trying to eliminate?  We are also working towards a paperless environment and have done things like attaching W9’s to vendor records in GP; eliminating paper check copies and implementing Nexus.  All are moving us in the paperless direction.  Feel free to contact me directly if you would like to discuss further.

      ——————————
      Tracy Yaklyvich, MBA
      Assistant Controller
      American Society of Health-System Pharmacists
      Bethesda MD
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    • Brittany Llorente

      Member

      March 17, 2017 at 10:24 AM

      Hey, Valerie.

      To expand on what Chris said, there are a lot of options out there. Also, as Rob said, it can really come down to price and what you really feel will make the most impact on cutting down paper processes in your business. Greenshades has quite a few options, mainly because we really do try to eliminate paper processes for businesses. We have written quite a few blogs on this topic as well as how our products help with this goal. We hope you check them out here: https://greenshades.com/blog/?tag=paperless

      If you have any other questions, feel free to email me at brllorente@greenshades.com and I’d be happy to help you.

      ——————————
      Brittany Llorente
      Social Media and Marketing Associate
      Greenshades Software
      Jacksonville FL
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      ——————————————-

    • David Hayford

      Member

      March 17, 2017 at 11:52 AM

      We have been using PaperSave for years and it works great for our needs and is totally integrated into GP.  

      In looking for possible solutions I think the first two questions are: how big are your requirements (locations, scans per day, users) and how sophisticated do you need?  some  systems provide OCR review of documents to pull the data fields right from the scan.  We are medium size and not looking for OCR automation, but use it for workflow and  every transaction,lease and check run so that when researching or documenting to customers we have everything in one place.  Visiting Summit or Amplify vendor areas would also be a good place to star.

      ——————————
      David Hayford
      Greenfield Pro Services, LLC
      Alpharetta GA
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      ——————————————-

    • Michael Sortino

      Member

      March 17, 2017 at 1:09 PM

      We work with lots of clients who are looking for similar things. I encourage you to check out this GPUG thread to see their feedback:

      https://www.gpug.com/communities/community-home/digestviewer/viewthread?GroupId=247&MID=34225&CommunityKey=4754a624-
      39c5-4458-8105-02b65a7e929e&tab=digestviewer#bm0

      Feel free to reach out if you have questions!

      ——————————
      Michael Sortino
      ImageTag
      Tempe AZ
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      ——————————————-

    • Curtis Cruz

      Member

      March 17, 2017 at 1:40 PM

      If you are referring to Document Management where by you scan backup documents for journal entries or even invoices and tying them to the original transaction, we here at Apex Healthcare Partners use PaperSave.

      PaperSave is a company that works well in my experience with GP and is a program that will need to be installed on another server with SQL Server setup.  When you launch GP, PaperSave will as well be launched along side with it and as you are working in GP, you can attach documents to your journal entries or invoices by scanning them in directly from the General Journal window or Payables Transaction Entry windows.

      I suppose this could also be done with the Batch windows however, a batch number could technically be used multiple time and is not unique enough so you could potentially have several documents tied to a particular batch that was used (I mean posted) more than once in a given day.

      We use PaperSave for all invoices that come in the door. When our AP reps receive an invoice, we scan the invoice during the time of entering a Voucher or Journal Entry.  You could as well chose to Scan Later and just enter the invoice quickly and print a barcode for each invoice you enter and attach the invoice with each bar code you print and scan the documents in at a later time.  It really does not slow down our reps from entering invoices much and is worth the paper and filing we save.

      At a later time, when we wish to bring up an invoice or journal entry, you can Inquire on the transaction directly in GP by using the GP inquiry screens. when you drill back into a journal entry or invoice, PaperSave gives you an option to click on the scanned document directly from the Inquiry window.  As well, if you wish to inquire and print multiple invoices at once that may have been entered in a given month, directly from SmartList you could run your query and return all scanned documents contained in your query directly from SmartList.

      Many times our Auditors give us a list of particular invoices they would like to see for a particular Voucher Number. We import this list into a table and use SmartList Builder to create a SmartList of this list. Then we can return all scanned documents right from within SmartList that the Auditors are inquiring about.  As well with journal entries.

      PaperSave works with all transactions in GP including Fixed Assets, Payables, Receivables, Check Printing etc.

      Curtis

      ——————————
      Curtis Cruz
      Microsoft Dynamics GP Administrator
      Database Administrator
      Apex Healthcare Partners LLC
      Montebello NY
      ——————————
      ——————————————-

    • Rob Klaproth

      Member

      March 17, 2017 at 1:48 PM

      In my original reply, when the original poster mentioned “Paperless Software” in caps, I thought she was referring to “Paperless Business Systems”, the authors of eRequester, so I thought she was looking for requisition, invoicing and supplier management type software which Reqlogic, Coupa, eRequester, and Ariett do very well.

       

      If it’s a document management system, then definitely something like:

      Altec Doclink – we have one client using this for everything from employee expense reports to invoice approval to attaching backup documentation to their journal entries. It works very well, but requires a lot of programming and customization to get it going – just like any other “Workflow” or DMS system would.

      Papersave

      Kwiktag

       

       

      Rob

       

       

       

      ——Original Message——

      If you are referring to Document Management where by you scan backup documents for journal entries or even invoices and tying them to the original transaction, we here at Apex Healthcare Partners use PaperSave.

      PaperSave is a company that works well in my experience with GP and is a program that will need to be installed on another server with SQL Server setup.  When you launch GP, PaperSave will as well be launched along side with it and as you are working in GP, you can attach documents to your journal entries or invoices by scanning them in directly from the General Journal window or Payables Transaction Entry windows.

      I suppose this could also be done with the Batch windows however, a batch number could technically be used multiple time and is not unique enough so you could potentially have several documents tied to a particular batch that was used (I mean posted) more than once in a given day.

      We use PaperSave for all invoices that come in the door. When our AP reps receive an invoice, we scan the invoice during the time of entering a Voucher or Journal Entry.  You could as well chose to Scan Later and just enter the invoice quickly and print a barcode for each invoice you enter and attach the invoice with each bar code you print and scan the documents in at a later time.  It really does not slow down our reps from entering invoices much and is worth the paper and filing we save.

      At a later time, when we wish to bring up an invoice or journal entry, you can Inquire on the transaction directly in GP by using the GP inquiry screens. when you drill back into a journal entry or invoice, PaperSave gives you an option to click on the scanned document directly from the Inquiry window.  As well, if you wish to inquire and print multiple invoices at once that may have been entered in a given month, directly from SmartList you could run your query and return all scanned documents contained in your query directly from SmartList.

      Many times our Auditors give us a list of particular invoices they would like to see for a particular Voucher Number. We import this list into a table and use SmartList Builder to create a SmartList of this list. Then we can return all scanned documents right from within SmartList that the Auditors are inquiring about.  As well with journal entries.

      PaperSave works with all transactions in GP including Fixed Assets, Payables, Receivables, Check Printing etc.

      Curtis

      ——————————
      Curtis Cruz
      Microsoft Dynamics GP Administrator
      Database Administrator
      Apex Healthcare Partners LLC
      Montebello NY
      ——————————

    • Shari Bruno

      Member

      March 20, 2017 at 10:10 AM

      Hi Valerie,

      If looking to a paperless business system, we use ReQlogic for requisitions, invoice entry – PO and non-PO, and expense reimbursement including our company credit card, are we are very happy with it.  All documents attached in ReQlogic follow the transactions into GP, including anything left in the “voucher notes” of the ReQlogic transaction.  If we stop using ReQlogic those documents and notes will stay with the transactions as part of GP.  The routing policies are easy to set up and maintain, and can handle complex approvals.  They have free tech support that takes care of almost all support issues, and if anyone runs into something that the program doesn’t handle and they create a fix for it, which is also free, they make the fix part of the program, and roll it out to all users.

      ——————————
      Shari Bruno
      Accounts Payable Specialist
      Bible League International
      Crete, IL
      ——————————
      ——————————————-

    • Nikki Russell

      Member

      March 20, 2017 at 3:11 PM

      Hi Valerie,

      I invite you to reach out to me when you have a chance. My name is Nikki Russell, and I am a sales and support consultant with TrinDocs, document management and tailored workflow solution. We are Microsoft partners as well, and I don’t believe you will find a solution that works with GP as well as TrinDocs.

      TrinDocs is a web-based solution that automates and streamlines paper processes and eliminates data entry.

      • TrinDocs electronically captures and reads your emailed PDF documents with no user interaction
      • We offer large batch scanning for those docs that aren’t emailed
      • We pop your documents immediately via our hot-key search from within GP, Outlook, Word, Excel, etc..and you can utilize our ‘Google-like’ search functionality from within TrinDocs
      • We seamlessly integrate and sync with GP, and if you change accounting solutions, we go with you without blinking
      • We tailor your workflow within TrinDocs to suit the needs of YOUR organization’s processes.
      • We can even create and post your invoices within GP for you

      Thank you for your time and I hope to hear from you.
      Nikki Russell
      nrussell@trinsoft.com
      502-533-5573

      ——————————
      Nikki Russell
      Sales Development Rep
      TrinDocs
      Lexington KY
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    DSC Communities replied 7 years, 4 months ago 1 Member · 0 Replies
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