Entries by Mosaic Corporation

Successful AP Automation Implementation: Solving Common Challenges with Preparation and Collaboration

Your company’s business processes will be cheaper, faster, and more secure with AP Automation software on your side, but with all necessary changes, there is a rocky period before seeing strong results. Digital transformation may be daunting when your team considers the extra time and potential challenges that come with implementing a new process. However, […]

Why You Should Transition Accounts Payable To Paperless 

What are the main goals for your business? Do you want to increase productivity, raise revenue, and also grow your business? Oftentimes it can be difficult to discern a business trend from legitimate strategies with proven results. Transitioning to a paperless accounts payable process is a guaranteed way to boost productivity and scale your business. […]

How AP Automation Can Help Solve Your Company’s Scaling Challenges

If you’re looking to grow your business, an automation solution in your accounts payable department is a guaranteed strategy for solving your company’s scaling challenges.  Modern businesses are abandoning slow and environmentally toxic paper-based processes in their AP departments in favor of an automation solution. Manual data entry and invoice processing are error-prone practices that […]

Steps To Creating a Paperless Office

It’s 2021 and Mother Earth would love every office out there to go paperless, but unfortunately, many companies are stuck in the wasteful ways of paper processes. The sad truth is that paper-based practices aren’t only hurting the environment, but they are preventing your business growth, as well.  Successful businesses know that a paperless office […]

What Exactly Does Going Paperless Mean for my Business?

Going paperless is all the buzz for businesses today but what does that really mean? With paperless business practices and procedures, companies have cut costs, maintained stronger organizational practices, and helped save the planet.

Digital tools like Excel, Google Drive, and email have brought business a long way from the snail mail procedures of the past, but innovations haven’t stopped there. Today companies are prioritizing digital transformation so that they can streamline business processes with automation and secure cloud-based systems.

A paperless office saves revenue, declutters that filing cabinet, and keeps Mother Earth clean from paper waste. We’ve provided a list of the best ways your business can benefit from ditching those paper documents and choosing digital solutions.

Organization

Organization is one of the key benefits of a paperless office. Physical papers like paper bills, paper statements, legal documents, and tax records take up physical space and they are much harder to organize. When piles of paper mount up on desks, in drawers, or filing cabinets, it can become time-consuming and exhausting to locate that one document that you need on command.

A paper-free office can benefit from more physical space on desks and in drawers when paper copies are replaced with electronic documents. These digital files can be easily organized on your desktop through Microsoft Word or Google Docs. Digital storage is much more realistic to manage than physical storage because documents can be located and moved with the click of a button.

Digital storage is much more realistic to manage than physical storage because documents can be located and moved with the click of a button.

An efficient office is clutter-free with paperless documents that can be accessed from the comfort of your office chair. Don’t stress yourself out by sifting through mountains of paper and setting aside valuable time to constantly re-organize your office space. Paperless solutions like email were created to relieve the stress of clutter and allow documents to be easily transferred without a half-hour at the copy machine. 

Faster Processes

Important misplaced papers are also a common occurrence when businesses use paper processes. Physical paper memos, purchase orders, and invoices are likely to be lost when they are transferred through the mail or from desk to desk which slows business processes.

As we mentioned, email was created to speed up document transfer and communication, but today there are even more digital tools that allow you to ditch those current paper processes that cost you time. AP Automation fixes the invoice approval process by replacing manual processes with digital workflows that streamline the process. Automating B2B payments with AP Automation will save your staff valuable time and remove the object of common human error with data entry.

Similarly, implementing sales order automation will bring your sales order processing to a whole new speed. These digital tools use Artificial Intelligence (AI) like Intelligent Data Capture (IDC) to extract data off of documents and automatically send the data on to the next step of the procedure. These tools allow for an efficient paperless environment with faster business procedures and valuable time saved for staff members to dedicate to more pressing matters. 

Easier Collaboration

Digital file shares in place of paper files allow for easier collaboration efforts between teams and departments. Sheets of paper are difficult to collaborate on and contribute to slow company-wide initiatives.  Paperless processes can be implemented in every department to make collaboration easy and more manageable.

Google Docs is one of the best tools for co-writing and editing presentations, newsletters, and business plans but true digital transformation offers more paperless solutions like HR Automation Software. Onboarding employees can sign new hire fillable forms with digital signatures and easily send back these forms with HR Automation Software.

Electronic signatures can also be used for other business documents like B2B payments or contracts. These paperless solutions are effective strategies for easier communication and collaboration that save time and stress.

Security

A paperless workplace can also benefit from increased security. Important paper documents are a liability as they can be easily lost, misplaced, thrown out, or stolen. Electronic documents can be backed up with cloud-based storage software to avoid losing or misplacing the file. Electronic documents and digital files can also be locked with encryption, passwords, and safeguards that restrict access. 

Your business documents may be top-secret or contain classified information that the average employee should not have access to. By encrypting your digital documents, zipping files, and restricting access your company can protect against security breaches that put your business at risk.

Cost Savings

One of the myths of digital transformation is that it is too expensive when in reality, a paperless office will provide significant cost savings and return on investment. Research shows that American corporations spend $120 million on printed forms that become outdated within only three months.

The costs of paper, ink cartridges, and paper-based systems like printers and copiers, lose valuable revenue on top of wasting time with constant maintenance. A paperless work environment is much more cost-efficient and document management software like Enterprise Content Management (ECM) drives ROI by expanding the value of a single technology implementation.

Digital transformation is worth the upfront cost because these digital tools and software provide lasting cost savings while speeding up business processes which will increase revenue.

Save Our Planet

It’s no secret that our planet has taken a hit from our inconsiderate paper usage and paper waste. Research shows the average office employee uses about 10,000 pieces of paper a year and paper contributes to 50% of office waste that ends up in landfills. Think about those file cabinets that you have cleaned out at the end of the year for the daily useless piece of paper that ends up in the trash.

Research shows the average office employee uses about 10,000 pieces of paper a year and paper contributes to 50% of office waste that ends up in landfills. 

We have a responsibility to save our planet and decrease our paper consumption. Recycling is a great practice, but digital transformation is the paperless strategy that most effectively cuts down on waste. It’s time for your company to set paperless goals and get started on your mission to save the trees.

Automation software and Enterprise Content Management software will benefit every aspect of your business processes. Contact us today to get organized and begin your company’s digital transformation.

How to Find the Right ERP Integration Provider

Digital transformation is the future of business practices and procedures, so your company needs to ensure that your ERP system integrates smoothly with other automation software applications that you need.

If you are in need of a new ERP system for your business, then you’ve come to right place. It can be confusing and stressful to determine which ERP integration provider is a good fit for your company’s needs, but with a little bit of planning and research, you easily pick the right provider.

We’ve provided an outline of the different types of ERP systems and some advice to help you chose the Enterprise Resource Planning software and provider that will give you all the tools you need to improve efficiency, cut costs, and speed up business processes.

What is an ERP System? 

Before we get into the different facets and tools that an ERP system has to offer, lets define ERP. ERP stands for Enterprise Resource Planning and it is a business process management software. The software is almost like your company’s collective brain, communication system, and filing cabinet. This means that ERP software stores, manages, and integrates company data across teams and departments to in one central database to streamline workflows.

Most ERP systems are used to manage business finances like billing, purchase orders, invoices, sales orders, payroll, and all other company profits or expenses. Because this data is often translated and shared between departments, ERP systems integrate with automation software in other departments like AP Automation software in the Accounts Payable department, Sales Order Automation software in the sales department, and HR Automation software in the Human Resources Department to share real-time information.

ERP systems remove the need for manual business processes that are error-prone and waste time. 

ERP systems remove the need for manual business processes that are error-prone and waste time.  Most companies use ERP primarily for financial management but the software has many different features to offer and there are also multiple different types common application integrations that we’ll explain below.

Customer Service ERP Integration

Customer service ERP integration is better known as IT Service Management (ITSM) and can increase customer satisfaction with tools to support consumers like problem and incident management. The software can manage return orders, repair scheduling, and other self-service capabilities for a seamless and easy customer experience. 

ITSM is a great software tool that can be adjusted to your company needs while providing you visibility into ways to grow and improve for even better customer interactions.

CRM ERP Integration

CRM stands for Customer Relationship Management and it is another software that can provide exceptional customer experiences while streamlining workflows. CRM stores customer data like addresses and past orders for more personalized shopping experiences and faster checkouts.

CRM ERP integration also offers customers more visibility into the order process so they can easily track their package and estimate when it will arrive at their door. For any company with an online store, CRM will help you meet the customer demand for faster shipping, easier tracking, and more tailored shopping experiences. 

Collaborative efforts to fulfill orders between departments and team members are also seamless with CRM integration because each department will have access to updates in customer data or sales orders in real-time. Supply chain management is greatly improved with all of the customer and stock data in one secure cloud.

E-Commerce ERP Integration

E-Commerce ERP integration allows for automatic inventory updates on the E-commerce platform of your choosing and on your business’s end by sharing data through the ERP system. Real-time data updates in stock levels or price changes will save your business from common mistakes that lead to being unable to fulfill an order.

Project Management ERP Integration

Project Management ERP integration offers easy collaboration efforts and updates for projects between staff members and departments. Project managers can easily see an employee’s progress on an assignment while employees can have full awareness of deadlines and scheduling expectations. The software helps managers prioritize projects for their staff members and make realistic expectations for efficiency based on data projections.

Business Intelligence ERP Integration

Business Intelligence (BI) ERP Integration offers data and insights to all employees across departments. The software allows for the easy share of suggestions and accurate forecasting for informed decision-making. Business management software helps to drive employee experience by giving every team member a voice and space to contribute to business decisions.

ECM ERP Integration

Enterprise Content Management (ECM) ERP integration will help your company transition to a paperless office by storing all of your business documents, forms, and files in a secure cloud-based system.

ECM integration offers easy document sharing, added security, E-signatures, collaboration tools, and more for seamless business practices and communication. ECM software also drives ROI by expanding the value of a single technology implementation and streamlines workflows. Cloud solutions like ECM are the best tools for decluttering your filing cabinets and getting that office organized with a centralized database of digital files.

This central database also clears up communication issues by improving the general flow of communication with interdepartmental visibility. Employees with granted access can easily pull up a document from the ERP system that has been integrated with ECM software because of the With the anypoint platform.

AP Automation ERP Integration

Accounts Payable (AP) Automation fixes the invoice approval process by streamlining the process with electronic forms and automated workflows. With AP Automation integrated into your ERP system, managers can easily approve an invoice and send it on to the next step of the process with automated approval workflows.

The software also removes the need for manual data entry by Accounts Payable departments because Intelligent Data Capture (IDC) scans the invoice and captures relevant data automatically and then sends it on to the next step without the need for manual entry. 

Sales Order Processing Automation ERP Integration

Sales order processing automation software similarly integrates with your ERP system to streamline the sales order process with IDC. Customer orders, shipping addresses, and other important data may be easily misentered through by sales staff manual processes, but with Sales Order Processing Automation artificial intelligence ensures that all data is correct before swiftly moving the order on to the next step.

HR Automation ERP Integration

HR automation software keeps Human Resources departments organized with employee data and onboarding processes in one common database. When new hires need to sign documents or complete onboarding steps, HR staff will have real-time insight into the new employee’s progress while the new hire can easily sign documents with e-signatures without printing them out and wasting paper.

Human resources management software is one of the most common integration software solutions because it streamlines the onboarding process so new employees can get to work promptly after hire. The software also stores valuable employee data in a cloud-based ERP system where the information has restricted access to prevent security leaks.

Choosing the Right ERP Provider

Choosing the right ERP provider for your company begins with determining which ERP software integrations your company needs. ERP providers may offer custom integrations and a wide range of software, so it is best to reach out with a plan for your current business operations.

If your business is a hospital or clinic, you could benefit from an HR Automation integration, but you probably don’t need E-commerce integration. Communicate with your company’s different departments and analyze your regular business practices. If there is a practice that is consuming too much paper or taking too long, then there is probably are cloud systems and ERP integration software to streamline your workflows.

With advanced planning, you can research providers who specialize in connected systems for your essential business functions. Providers may try to upsell with integrations that your company won’t utilize, so be firm about the key features that you need. However, you will also want to think ahead for business growth. Providers may be able to assist you with additional features for cloud-based applications or automation software that will set you up for a smoother digital transformation in the future.

Overall, ERP integration software will provide cost savings by streamlining workflows, reducing paper usage, and removing the object of human error. 

Overall, ERP integration software will provide cost savings by streamlining workflows, reducing paper usage, and removing the object of human error. Document sharing and staff communication will benefit from data stored in a single database and visibility into business insights will increase. The future of business is digital transformation with the automation of business processes, so you are already on the right track by reading this article.

Mosaic offers ERP Integration Services that are tailored to your needs. Contact us today to begin your company’s digital transformation with ERP Integration solutions.

What is Sales Order Automation and How Does It Work?

Sales order automation is the software that businesses are raving about because it speeds up order cycles times and provides a better customer experience for consumers.  

Manual sales order processes have become a practice of the past as innovations in automation push the need for digital transformation. The key to business success is properly implementing technology and digital tools into every step of business processes. The truth is, if your company isn’t taking advantage of these tools then your average sale cycle time will fall short of customer expectations and you will lose business to competitors. 

To help you understand all of the tools that are out there to help run your business effectively, we’ve provided an outline of sales order automation that will speed up your sales cycle and leave you with happier customers.

What is Sales Order Automation?

Sales order automation is software that uses artificial intelligence like intelligent data capture to process orders. Automation software removes the need for manual data entry and manual data transfer by automating administrative tasks. 

Sales order automation software allows for quicker cycle times by working much faster than manual processes. 

Sales order automation software allows for quicker cycle times by working much faster than manual processes. The software also removes room for entry errors and bottlenecks in the process that are common consequences of manual data entry.

Traditional sales order processing requires manual data entry in the first step of the sales cycle chain and this step is where the most common mistakes are made. Because administrative workers filter through a large number of orders and enter the data from the order forms into spreadsheets, entry errors like incorrect quantities, wrong shipping address, lack of stock, types of items, and warehouse location consequently occur. 

These mistakes are common human errors, but they disrupt the entire chain of the sales order process and packages are more likely to be missing products, arrive at the wrong address, or arrive late. When these mistakes happen, businesses risk losing frustrated customers. Companies can also lose revenue with returns, shipping costs, and discounts to make up for their mistakes as more packages need to go through the sales order processing cycle all over again.

Automation software removes these errors by implementing artificial intelligence that has much stronger attention to detail and simply does not get burnt out as human workers do. Entire processing times grow faster with automation and sales orders are more accurate when they reach the warehouses for item picking, sorting, packaging, and shipping. 

How Does It Work?

Sales order automation relies on intelligent data capture that uses Optical Character Recognition to extract data from customer order forms. Once the data is extracted from the document, the software quickly reviews the order to ensure that all of the necessary information is present. The data is all kept in a secure cloud-based system so that no data goes missing or unchecked.

Processing automation essentially streamlines order processing time by doing the hard work for you in a centralized location. Workers no longer need to enter order data into ERP because IDC automatically captures the order data then extracts it to index the data into your ERP system. The ERP system then automatically reviews and validates the order information and moves it onto the next step in the process.

If the software finds the form’s data to be complete, it then sends the order to your company’s ERP system for sorting and packaging orders. If the automation software finds a missing field like an absent shipping address, then the order is automatically sent to a staff member who can contact the customer for missing information. Other than that, there is no human intervention necessary in the entire sales order process which minimizes entry error rates significantly. 

Without staff needed for these administrative tasks, companies can reassign staff to other departments to increase productivity in other areas of the company and save revenue on payroll. When sales teams are relieved from stacks of paperwork and menial tasks, they also become more motivated and engaged at work.

The automation software offers seamless integration with preexisting systems and business’ sales processes while creating a smoother sales workflow. The software also stores customer data like product order history in a secured cloud for operational efficiency and easier marketing efforts like personalized emails about products based on past buys. 

Customer Satisfaction

Sales order automation offers several benefits for customer satisfaction and an exceptional customer experience. One of the biggest benefits of sales order automation is faster cycle times which leads to quicker delivery times. Automation software also offers more visibility into order tracking so customers can receive updates on where their order is and when it will arrive. 

Beyond just tracking and shorter delivery times, customers can also benefit from one-click repeat orders and product suggestions that are more tailored to the individual consumer. Automation software also offers more personalized customer service experiences with chatbots that can answer frequently asked questions and provide support throughout the buyer’s journey. 

As we mentioned in the introduction to this article, the market will continue to demand better customer experiences and faster deliveries as technologies advance and businesses move into digital transformation. Sales order automation is just one way to speed up your business processes and personalize the consumer experience, but there are so many other tools to take advantage of. 

Your business can also benefit by implementing automation in your Accounts Payable department to fix the invoice approval process and speed up the B2B payment cycle. Your customers aren’t the only ones who deserve fast deliveries, the businesses that you work with will also expect to be paid more promptly than the traditional two weeks invoice processing cycle. 

Digital tools are on your side to take the stress and pressure off of your staff and increase overall productivity.

Digital tools are on your side to take the stress and pressure off of your staff and increase overall productivity. This automation software seamlessly integrates with your current business processes and the software teaches itself quickly, so there is no reason to wait, it’s time to begin your company’s digital transformation!

For more information on software to build your business, check out our blog post on Contract Lifecycle Management Software. Contact Us today to begin your company’s digital transformation with automation software.

How to Speed Up Customer Order Processing

Customer order processing can be stressful and time-consuming but it doesn’t have to be. Updates in digital workflows with automation have changed the game for multiple business processes like customer order processing. 

If your company struggles with bottlenecks in your order processing procedures like shipping to the wrong address, running out of stock, delays in shipment, mountains of paperwork, and human errors in data entry, then it’s time to reevaluate your customer order processing practices. 

Online retailers and eCommerce businesses like Amazon have taken over the consumer market and if your business wants to keep up, then faster processing is a top priority. The market will soon demand faster and easier everything, or customers will take their business elsewhere.

We’ve provided an outline for how to eliminate these error-prone processing procedures and update your business with sales order automation so you can stay in the game and even develop an edge up on your competitors.

Customer Order Processing Step By Step

Before we get into how to speed up your customer order processing practices, let’s break down the process step by step.

Step 1: Order Placement

After customers place orders to your business, the order information like items, quantities, shipping details, and shipping address are recorded and entered into ERP by the order management department to prepare the order.

Step 2: Picking Inventory

Once the order management team compiles the order information, it is sent to a warehouse or business location where workers pick out the necessary inventory to complete orders.

Step 3: Sorting

After the inventory items are located and picked, warehouse workers sort the individual items to fulfill each order.

Step 4: Packing 

When items are collected and sorted by order, workers can then package each order, weigh the package, record shipping costs, and add a shipping label.

Step 5: Shipping 

The last step in this process is shipping and transporting the orders to the consumers for fulfillment. The shipping process includes loading the package into a vehicle for transport where it will go through the FedEx or UPS system for delivery.

Traditional Customer Order Processing

Traditional customer order processing operates on physical labor and manual data entry. In every step of the process, workers gather information from the customer orders, compile it, and set it up for the next step. Because of this chain structure of processing, if a worker makes a mistake at any step of the process, it can throw off the entire fulfillment process and result in an incorrect order.

Some of the most errors common occur in the first step when purchasing orders are placed and data is entered into ERP by the order management department. If the business processes numerous orders or moves too quickly, it is easy for employees to incorrectly enter data. If a worker records an order delivery as the standard 3-5 day delivery time instead of the 2-3 day delivery time that the customer paid for, then the order will fail to be processed fast enough and the company’s customer satisfaction rates will be hit. 

Some other common human errors include entering, incorrect shipping addresses, item quantities, types of items, lack of stock, and the warehouse location of the items. Verbal miscommunications may also be made when sorting the orders and gathering inventory. When these mistakes are made, the entire manual order processing chain is fed incorrect information and even if another worker down the line catches the mistake, the fulfillment process becomes slowed and bottle necked.

This leads to extra work and later returns that require more order processing. Your customer base will become frustrated if they need to reach out to customer service representatives when their order is missing items. A customer service rep may result offering a product to the consumer for free or giving a significant discount to avoid losing their business. These mistakes cause lost profits, waste time, and hurt the customer experience. 

Standardize Your Order Forms

Standardizing your order forms can be an entry stepstrep into faster order processing. How do your customers place orders? Many companies have online shops where customers can place an order from the comfort of their homes. Businesses also offer the option of placing an order through a staff member in a company store if it is out of stock at that physical location. Few companies also still allow customers to place orders over the phone to a staff member who enters data on their end. 

If your business has multiple avenues for placing orders, then these order forms must be standardized. If your order management department is processing a large number of orders per day then it will slow them down to adjust their entry practices based on a collection of different forms. By standardizing your customer order forms, the process becomes less confusing for workers and mistakes can be minimized. 

By standardizing your order forms, your business can also prepare for the transition into sales order automation for an even faster fulfillment process.

Sales Order Automation

Sales order automation is the key to speeding up the customer order processing system. Sales order processing software uses Intelligent Data Capture technology (IDC) to increase productivity and cash flow by removing the object of human error by manual data entry.

Workers no longer need to enter order data into ERP because IDC automatically captures the order data then extracts it to index the data into your ERP system.

Processing automation streamlines order processing time by essentially doing the hard work for you in a centralized location. Workers no longer need to enter order data into ERP because IDC automatically captures the order data then extracts it to index the data into your ERP system. The ERP system then automatically reviews and validates the order information and moves it onto the next step in the process.

If there is an error in the data, such as a missing shipping address, then the software will recognize the mistake and send the order information to a staff member who can review the order and contact the customer for necessary information. Other than that, no workers or manual intervention is needed for customer order data entry. 

By implementing sales order automation, companies can increase productivity and cash flow. Bottlenecks in the process are removed when the automated processing workflow removes room for human error and operates flawlessly at a much higher speed. Companies are free to re-assign employees to more important tasks and even cut down on payroll if workers are no longer needed.

Increase Customer Satisfaction

Beyond the benefits to your staff member’s time and resources, automation software also offers key benefits in increasing customer satisfaction. Customer expectations may even be exceeded as orders are processed and fulfilled faster than the estimated delivery time.

Remember when we talked about traditional order processing practices and how manual entry runs the risk of late deliveries? Well, with automation, the placement to delivery process is much faster so consumers will be pleasantly surprised when their order arrives before schedule. Faster shipping times provide a competitive advantage against other businesses. 

Orders are also far more likely to be correct because order data and inventory levels are stored in a cloud-based secure system that can be accessed and updated warehouse management through company tablets or mobile devices. This ensures that stock data, product availability, and inventory records are up-to-date for accurate order processing and even on your business’s website. Gone are the days of customer frustration when customers place an order only to be hit with a message that the item is out of stock a day later.

The customer experience is improved when they are in the know about the status of their order and estimations on transit times.

This cloud-based system also opens your business up to real-time order tracking by your staff and your customer. The customer experience is improved when they are in the know about the status of their order and estimations on transit times. 

Conclusion

Sales order processing automation is the future of business practices and traditional manual processes will soon become extinct. We have entered into a digital age that has allowed for massive innovations in the way we work and the speed at which processes operate. 

Demand forecasting predicts that the customer experience is more important than ever and companies will lose business if they don’t prepare for the ever-growing future demand for speed, transparency, and efficiency. Happier customers make a happier business, so throw out those manual systems. 

Your business can also benefit from automation in your accounts receivable and payable department. Similar to how customer order processing can free up businesses’ time, AP automation fixes the invoice approval process and speeds up B2B payments for increased productivity and cash flow.

Your business procedures will see a monumental advantage through automation as valuable time is saved. For more information on ways to digitally transform your business, check out our blog post on Contract Lifecycle Management Software

Contact us today to begin automating your business practices for faster customer order processing.

Automated Data Capture Types and Examples

If your company is looking to modernize business processes with automation, then it is important to have an understanding of the different types of automated data captures that exist and how they can be put to use to benefit your business.  Employing automated data capture technology is significantly faster than traditional manual data entry and […]