DbAuthorize
Enterprise-wide Document Authorization

Time Savings

User-defined conditions enable the document to be sent electronically to the most appropriate recipient(s) for approval. The recipient can be taken from rules held in DbAuthorize or the ERP system; thus enabling documents to be automatically emailed to the appropriate people for approval.

Approval conditions may be based on the value of the document, the supplier or other key fields that utilise the rules most suitable for an individual organization. For example, invoices under $100 are automatically authorized. Invoices over $100 but under $5,000 are sent to the originator of the purchase order for approval and invoices over $5,000 are sent to the originator and a second signatory such as the Financial Director.

DbArchive is a pre-requisite and it therefore enables the document to be automatically linked to other relevant documents such as purchase orders and goods received notes. Documents received in paper form have their basic details entered into the Accounting or ERP system by using selected data fields, barcode, or through our automated data capture solution, DbCapture, and are then scanned into the DbArchive database.

Cost Saving

DbAuthorize reduces the need for paper copies, document storage, printing and administration including filing, retrieving and moving documents. In addition, DbAuthorize boasts many less obvious benefits. As payment can be approved more efficiently, greater advantage can be taken of prompt payment discounts and better supplier relationships can be built, often resulting in better discounts and terms of trade. The payment process is much simpler and enables an organization to have better management of cash flow and make fewer mistakes.

Improved Efficiency

Document processing is streamlined. For example, invoices can be approved for payment or rejected in just a couple of mouse clicks. As documents are available to all relevant individuals there is no need to print, copy or pass documents from one department to another; an electronic copy of the document is automatically sent via email to the relevant people for approval. The invoice and relevant documents can be viewed from any authorized workstation on the network. Approvals are requested and responded to by email, enabling a full audit trail of the payment including comments.

Reduce Administration

Electronic storage of documents enables immediate retrieval thus eliminating the need for time consuming filing and retrieving. Queries and disputes are reduced as linked documents and reports such as purchase orders, good received notes and remittance advices can be sent electronically to suppliers and internal contacts.

Corporate Compliance

The audit trail within DbAuthorize helps organizations to achieve corporate compliance such as Sarbanes Oxley etc.

Fast Payback

DbAuthorize users report substantial savings of time and money. Typically, DbAuthorize pays for itself in just six months. DbAuthorize is even more cost effective when used with V1 Document Management's other document imaging and management module DbFax.

Tightly integrated into all major Accounting and ERP systems, DbAuthorize offers the following features:

• Emails can be formatted as HTML or Text, and can contain the document as an attachment or via a URL or DbQuery link
• Integrates into all major email systems - including Microsoft Exchange and Lotus Notes
• Available on UNIX, Microsoft Windows 2000+, Windows XP and Server 2003 platforms (DbAuthorize requires a Windows Server)
• Once the document has been approved or rejected the system triggers the next stage of the process
• Forwarded emails or additional notes may all be recorded within the system providing a full audit trail
• Supports secure and seamless integration into all major Accounting and ERP systems
• Supports barcodes for automatic document scanning
• Routing rules are based on key 'tag' fields such as supplier, originator, or value
• Completed transactions remain in the authorization database until the data is purged. The document and its email audit trail always remains in the archive database

The Management Console is an easy to use graphical interface that manages the approval process:

• View all documents by status
• View all documents by current or final recipient
• Select documents for viewing using DbQuery
• For each document:
• View full details of the document
• View the image
• Send a reminder to the current owner
• Reallocate the document for approval to another contact
• Flag the document as approved or rejected
• Change the approval and routing rules

For the Entire System:

• Amend approval and routing rules
• Temporarily amend a recipient e.g. when someone is on vacation

 Product Brochure
DbAuthorize
Enterprise-wide document authorization solution Article
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