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HIFLEX allows fully automatic creation of correspondence using data from the estimate and the order,
without any re-keying. All customer correspondence is managed by the internal document-management system.
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Working with documents takes up 60% of working hours. Research has shown that companies
generally spend about 10 to 15 % of total costs income on generating, managing and distributing
documents. Furthermore about 50 to 80% of working hours is spent on looking for information.
Automating correspondence, including an electronic archive and distribution system has a
streamlining effect on the use of documents. Simultaneous re-organization of business processes
cuts down on non-productive time portions such as mere distribution of paper-based documents,
sorting and filing processes, archiving, etc. The result is time gained for productive work on
business processes |
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The potential benefit of HIFLEX document management goes beyond expected time savings.
Generally, there is an improvement in organizational efficiency which, in turn, can result in improved quality
in other areas |
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HIFLEX provides generation of quotations, order confirmations, purchase orders, delivery notes,
invoices, shipping papers and labels, as well as an unlimited number of letters related to an order,
a customer, or a supplier. To generate the quotation, only the estimate number is required. Several
optional settings control the data to be inserted in the document; for example, the user can enable/
disable the display of paper grades, paper brands, total price, price for additional copies and so on.
The text generator uses the SQL database query language. All printouts and forms are completely
customizable, in terms of both appearance and content. Unlimited versions of each type of document
can also be created. For example, it is possible to have customer or product-specific quotations,
along with a system-wide default.
After automated creation of a document, its text is freely editable. All changes are tracked and
changes in one document can easily be incorporated into others. For example, changes made to the
bid can be loaded into the order confirmation, delivery note or invoice.
The documents can be printed, sent by fax, or sent via e-mail. When using electronic delivery (i.e.,
e-mail), images, logos and scanned signatures can be inserted automatically. If the quote is sent via
e-mail, the documents are converted to PDF format and attached.
If documents are mailed, the system automatically informs all interested parties via e-mail, thus
avoiding the need for internal paper copies and manual distribution.
All documents referring to a customer or order are saved and can be accessed through the archive
system. It is also possible to manage scanned documents (such as signed delivery receipts), PDF files,
or e-mails. |
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