Document Transformation

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Microinvest Warehouse Pro possesses a vanguard system for managing documents. Using the technology “Document Transformation” the program allows the consequent treatment of documents by introducing a specific document once and then converting it into another type. Thus, the processing can be traced, the operator’s work can be minimized, and the exact procedure and arrangement of the documents can be followed.

Contents

Transformation

The main idea of the transformation is the consequent processing of the operations. An example of such one could be the following:

  • Input of a client’s order
  • Processing of the order and presenting “Pro-forma Invoice”
  • Confirmation of the payment and issuance of “Stock Receipt”
  • Transforming the relevant receipt into an invoice

The processing of the documents allows the client’s order to be introduced and by using the Transformation from the order the following document to be created without any further need for second input of the data. Subsequently, the next document is being issued and each and every stage of the deal can be traced.

Advantages

The advantages of this technology are numerous: drastic decrease of the work regarding the input of the documents, elimination of mistakes when entering the goods, as well as tracing each stage of the document movement. This way, the execution of the documents and the operators’ work can be controlled. If organized appropriately, the time for processing is decreased, because the data is only transferred to another document (with the option to be corrected). According to the operators’ desire, the documents can be left as chronology or deleted. If deleted, only the active ones could be traced, the rest are automatically deleted.

Work Facilitation

The document transformation allows changing the data. This way, if one client has ordered a particular amount of the goods, during the transformation, the operator can modify the parameters, for example with a new lower price, or another quantity. Each document contains individual data and can reflect the present state of the business process. In practice, all parameters of the document are already available to be transformed, and the operator decides what changes to initiate.

Tasks Solved

Using Document Transformation the following tasks are solved:

  • Repeated entering of the same document, for example, in a periodical delivery or sale of identical goods, such as supply of soft drinks from the same supplier;
  • Tracing the communication with the clients, the status of the documents, what has been fulfilled and what remains in the list of “to-dos” to be followed
  • Combination of several documents into one, request to supplier on the basis of several separate orders;
  • Automation of identical operations. A template document to be transferred into another one is created, but choosing the goods is required;
  • Other tasks for processing of numerous identical documents.

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