BIC Violex

Bic Violex

bic

Challenge

Due to the high volume of orders and shipments, BIC needed a better solution to optimize and automate not only the distribution process, but also to expedite the exchange of information with third parties, such as Forwarders, 3PL, Agents, Customers and internal Sales, Service customer, accounts receivable, credit control, warehouse, etc.

Our Solution

BIC chose the DocuClass software platform by CIMA Software after evaluating the integrity of the functions offered, its ease of use and its flexibility to expand and adapt to our constantly changing needs.

To solve this problem, they implemented DocuClass software, which allowed them to efficiently manage an increase in their orders, while reducing the response time to customer requests and improving their support level experience.

Client

Bic Violex

DHL

DHL

dhl-delivery

Challenge

DHL Ecuador presented problems in its Accounts Payable process, among them were the following:

  • Lack of inclusion of the necessary data for the processing of invoices.
  • Lack of a clear process to make payment to suppliers.
  • Loss of documentation.
    Missing invoice tracking, which did not reach their destination.

Our Solution

After using the DocuClass Payables solution, DHL Ecuador, managed to obtain the following benefits:

  • No more lost bills.
    Elimination of physical movements.
  • Greater control of accounts payable.
  • Greater visibility for the requisitor / approver.
  • Timely payments to suppliers.
  • Process cycle reduction.
  • Paper reduction (No more printed PODs).
  • Fewer opportunities for error (Data from
    accounting are not written by hand).

Client

DHL

Kellogg’s

Kellogg's

cereal

Challenge

Kellogg’s identified in its accounts payable processes a series of critical points that required urgent attention:

• Confidentiality: documents lost in the process.

• Printing expenses: more than 100,000 copies per year (Vendor invoices and purchase orders).

• Tax consequences: by having to make corrections of tax returns associated with uncounted invoices.

• Discontent in suppliers: late payments.

• High manual processing.

• Excess administrative work (20,000 hours / man per year).

Nuestra Solución

After using DocuClass Payables, the efficiency and effectiveness in the Accounts Payable process was significantly increased:

• Elimination of legal risks (No more loss of documents and greater security).

• Savings of more than US $ 50,000 per year in printing documents.

• Elimination of tax risks and improvement of the tax and tax process.

• Increase in supplier satisfaction by eliminating payment delays.

• Savings for more than 20,000 man hours per year in the handling and physical manipulation of documents.

• High return on investment with impressive cost-benefit ratio

• Availability of audit and notification mechanisms to instantly identify any deviation from the processes and take corrective measures.

• Opportunity to expand profits to other areas of the company.

As expressed by the members of the implementation team “we achieved the benefits that we had raised in the evaluation of the product. The results were concrete and we achieved what we had proposed thanks to DocuClass”.

Client

Kellogg’s

Housing Authority

Housing Authority

housing

Challenge

As part of a global initiative to streamline its internal operations, the HACP decided to invest in an Enterprise Content Management (ECM) solution to achieve the following objectives:

  • Improve the effectiveness and efficiency of operations.

  • Improve control and security of public records.

  • Image availability for central administrative applications.

  • Reduce the cost and space needed to maintain HACP records.

  • Ensure and document regulatory compliance with withholding records.

  • Optimize audit procedures.

  • Eliminate redundancies and duplication of effort.

Our Solution

The project was initiated in the Finance, Accounts Payable and Purchasing department, where DocuClass is used to expedite the processing and approval of all incoming invoices and related documents. All invoices and remittance slips are scanned and indexed reusing data from the Emphasys Elite financial system to minimize unnecessary data entry. Once the invoices and waybills are matched, the documents are sent to the Finance department and an automatic notification is sent to the appropriate service manager for payment approval request.

Once the approval request is received, all documents are transferred to the payment processing section of DocuClass Workflow where DouClass is updated from Emphasys with the appropriate check number and payment date. When the check is printed, it is also captured and accompanied with the rest of the documents in DocuClass for permanent record storage.

After the Finance, Accounts Payable and Purchasing after system was successfully completed, DocuClass has been gradually implemented in many other departments, such as Occupancy, Community Affairs, Low Income Public Housing, Resident Services, Operations and Information Systems.

Client

Housing Authority

Delatolas

Delatolas

delatolas

Challenge

The company makes thousands of distributions daily, attending a series of distribution channels such as supermarkets, central stores, small retail stores, HO.RE.CA. Locations, e-Shop recipients, stores and commercial organizations.

It was necessary that they adopt a software system that would allow, in a quick and simple way, to organize the distribution processes in the most efficient way possible. While sharing information about the status of each shipment with all participants, in real time.

Our Solution

Through the use of DocuClass eLogistics now Delatolas is able to provide its customers with real-time information regarding their shipments, in all major urban centers, where shipments are made using their own fleet, as well as in areas where their associates They have direct access to their systems.

In addition, your recipients now have access to our “Real Time” Portal, through which they have a direct view of all order details. Information about each delivery, together with the digitalized signed copy, is available on our Portal; and can also be automatically sent to the recipient’s system.

Additionally, a “Booking and Contracting” service can be provided, through which customers of their recipients can decide at the time of ordering, the desired date and time they wish to receive their product.

Client

Delatolas

Laar Courier Express

LAAR COURIER EXPRESS

delivery

Challenge

LAAR Courier Express. It issues documentation that supports each transaction made, generating a large volume of documents that must be stored in leased warehouses to meet Ecuador’s tax requirements.

The original process involved digitizing each document in order to store them digitally organized for months, days and geographical location in a completely manual process. Then the paper copies were sent to the Customer Service department who filed them. Once this process was completed, these boxes were delivered weekly to the provider in charge of guarding them.

There was no control to validate the existence of all guides dispatched in electronic format. This not only made it difficult to track documentation, but mainly caused customer dissatisfaction for delays when requesting information about a transaction, which meant for LAAR Courier Express S.A. considerable time to retrieve the required documentation.

Our Solution

LAAR Courier Express. He used the DocuClass solution that initially aimed to replace the previous software and store the documentation in electronic format, in a centralized, secure repository, accessible from any point of the company at all times.

This first stage was implemented in less than a week, leaving the system as well as the scanning stations and training the users of the capture process.

Once the implementation stage is completed and, convinced of the benefits that could be obtained with the solution, LAAR Courier Express S.A. decided to start a second phase, which consisted of the integration between DocuClass and the accounting system developed in-house.

Currently, LAAR Courier Express. It has a documentary process that has allowed the company, in the first instance, to establish control points that allow them to ensure the quality of the information stored in their accounting system by cross-checking with the documents scanned in DocuClass, and on the other hand Increase customer satisfaction with an agile consultation mechanism.

Client

LAAR Courier Express

Zoll

ZolI

zoll

Challenge

Zoll’s procedures for processing non-conforming material disposal forms, incoming inspection), as well as reports of unsatisfactory conditions, were based entirely on paper and labor intensive.

Once signed, the appropriate steps to be executed could be decided, such as returning a defective part, repairing it, etc. The process from the moment of creating the form until signing could take up to 35 days (depending on the particular form).

Our Solution

The manual paper process was emulated with a robust workflow (Workflow) that meets all the requirements of FDA 21 CFR Part 11 and in particular with the use of electronic forms (eForms DC) and the application of electronic signatures with a forced double authentication.

Due to the flexibility to customize the solution, the electronic forms module is directly integrated with Zoll MS Access databases.

After the implementation has been carried out for only 2 months, the first results have shown an immediate improvement compared to the original paper-based system.

Some measurable early results are: reduced processing time for Material Disposal Forms (from 23 to 4 days) and other key parameters up to 81%. This translates into lower paper and file scanning expenses; Other subsequent benefits are the higher yield of material and production, as well as a significant reduction in paper consumption.

Client

Zoll