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Product Overview
B2BE’s document archiving allows organisations to manage their electronic and paper based documents in a highly flexible online system and all in one place, not in multiple systems or environments.
Electronic documents can automatically be archived as part of the transmission process between your organisation and your trading partners, customers or suppliers. Hard copy documents are scanned, uploaded and indexed into the same environment. Documents are available online via a secure, permissions based, B2BE hosted web portal. You can allow employees to see all the documents or only some. You can allow access by third parties, such as customers, suppliers, debt collection agencies, branches or stores or any other party to the document.
Key Features
Any document type
Store any document type online, including sales orders, invoices, statements, remittance advices etc. Search and retrieval is quick and simple because each document is uniquely identified and indexed based on its unique identifier (e.g. Sales order or invoice number).
Standardised document storage
All hard copy documents are scanned and saved as PDF files, making them easy to access, print, save and email. Likewise, electronic documents, EDI based documents, can be displayed in PDF as well (as well as their electronic versions).
Online access and download
Archived documents can be retrieved through a secure online interface using search functionality to search for the unique identifier or other document variables. Documents can be downloaded locally (individually or batched) and can be emailed.
Workflow
Archived documents can be combined with B2BE’s workflow solutions as part of the upload and storage process. For example, invoices may need approval and GL coding before they’re processed and archived. Workflows can also be customised to your needs, so you can process documents online, quickly and efficiently.
Document digitization
If documents in the B2BE archiving solution need keying into your accounting or business system, B2BE’s document digitization converts documents (such as supplier Invoices) to electronic files. These files can be automatically uploaded into your system without re-keying and automatically archived removing most human intervention.
Key Benefits
Stop storing paper
Processed paper documents are difficult to manage. The B2BE archive solution ensures you have all your important business documents online and they’re easy to retrieve. No need to store old documents in dusty boxes.
Faster document retrieval
When you need an old document, you can retrieve it, quickly and easily, through a secure online environment.
Secure document storage
Document storage is highly secure. You can make a document widely available or you can restrict its access. If you want, you can give suppliers or customers, access to their documents. Your organisation manages who has access to which document.
Plug and play connectivity
The archiving solution is designed to plug and play with all B2BE’s products and solutions so you can store documents for any length of time. Each document type can be stored for different lengths of time which may relate to business requirements or tax requirements, for invoices, for example.
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Document Archiving Workflow
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