GlassPro Document Management Suite
The concept of document management is to provide a separate database in which the customer’s original order, georgian bar and leaded layout details, a copy of the delivery note signed by the customer, and a copy of the invoice are all stored together and can be identified by order number, invoice number and customer’s order number.
The way the system works is that as orders are entered from your customer’s original paperwork, a small label printer produces a bar coded label containing the GlassPro order number allocated. This is attached to the original paperwork which is subsequently scanned and added to the document archive database. Delivery notes are printed with a bar code and once signed for by your customer are also scanned and added to the document archive database as a proof of delivery. As a batch of delivery notes is scanned, a stored batch is created in GlassPro to enable you to subsequently print off invoices or check deliveries, produce reports, etc. When invoices are printed the Document Print Engine automatically adds a copy of the invoice to the database, which now contains a complete archive of all the key documents related to that order. The original paperwork can now be destroyed.
Inside GlassPro, from the order enquiry and customer enquiry screens, you can look up an order and view the customer’s original paperwork, the proof of delivery and the invoice. Any of these documents can be reprinted, emailed or faxed. From within the archive module you can search for an invoice, an order, a customer’s order reference and view and print, email or fax any of the associated documents. The archive can be backed up onto DVD ROM and stored as a permanent documentary record. Documents can be retrieved from these permanent archives at any time as required.
The components required for a comprehensive document management system are: