The GUS Group has now increased the transparency for Sales and Purchase by extending the archiving functionality in CHARISMA. With the addition of InfoStore the lot oriented ERP solution has been extended with a Document Management System. To achieve this GUS worked in close cooperation with DATAS GmbH from Koblenz. The new function will be available in the next release.
Before, CHARISMA had archiving functions for outgoing documents in the areas of Purchase (orders) and Sales (order confirmation, order picking slips, delivery notes, invoices and credit notes). Print tasks for the sector solution are saved in a database file and can be retrieved and printed at any time. In the future it will also be possible to archive incoming documents and to automatically link them up to the relevant data out of CHARISMA. The scanned document as well as other relevant information for the business process will be available by just pressing a key.
In the future before incoming suppliers invoices are passed on to the accounts de-partment the invoice will be archived. After entering the invoice data in CHARISMA the user will be requested to lay the incoming invoice in the scanner. The connection to the scan task comes out of CHARISMA and the scanned document is then allo-cated to the previously entered invoice. It is possible to display the archived docu-ment out of the Management of incoming invoices as well as for inquiries to incoming order invoices.
Also in the Sales area, CHARISMA supports further archiving functions. As confirmation for incoming goods the customer sends the acknowledged delivery note back to CHARISMA. As a rule this confirmation is maintained in the Workflow of the customer order. To increase transparency and to improve security for the vendor CHARISMA provides optional archiving of the delivery note with signatures. After the delivery data has been entered into the system the user is requested to scan the delivery note. CHARISMA then digitizes the delivery note and allocates the digit-ized document to the confirmed order.
The new functions are available to CHARISMA users through the interface to the archiving solution InfoStore. The Document Management System also allows the ar-chiving, scanning as well as inquiries and displays of stored documents in CHARISMA. InfoStore is one of the leading solutions for Archive and Document Management on the IBM iSeries and the AS/400. The application supports several document types and form types – for example:
- Spool files (SCS, IPDS, AFP)
- Paper documents
- PC files and documents
- DB2/400 databases as well as
- other optional file formats
