Towards a paperless office

Having a paperless office always seemed desirable, but never achievable.

A good ERP system would automate your entire business functions, but how do you get rid of so much paper surrounding the transactions? As an example, what do you with your suppliers’ invoices which are not part of your ERP system?

Relax. Now, Wings Document Manager helps you move fast toward a paperless office.

Wings Document Manager enables you to attach and save documents and pictures within Wings ERP or Wings DMS, and to access and use them at will. This allows you to scan documents and attach them appropriately and then do away with them, if you so wish.

Wings Document Manager is a powerful add-on module to Wings ERP and Wings DMS.

Using Document Manager

You can use Wings Document Manager in many different ways. Your imagination is the limit.

The following examples explain what kind of documents get attached and used while using various Wings software.

Wings ERP
Wings ERP is comprehensive. In almost all areas of its use, you can attach and retrieve documents. For instance, you may attach:

Previous years’ documents to Opening Balances
Statutory documents and licences to Company, Branches and Locations masters
Pictures and barcodes to Assets
Pictures and other Documents to Suppliers and Customers
Pictures and other documents to Products, Batches etc.
Supplier’s Invoice to Purchase transactions
Quotations received to Orders
Orders received to Sales Invoices
Tax Forms like C Form etc to Invoices etc
Expense vouchers/Bills while to Payments
TDS Certificates received to Receipts from Parties.
Bank slips like Cash deposits, Cheques etc.
Bank statement to the BRS.
Wings Payroll

While using Payroll, you may attach:

Employee Photographs, Signature, Thumb impression etc to Employee masters.
Pan card, passport, driving licence, educational qualifications, proof of residence etc.
Documents related to employee PF, ESI etc.
Contracts with employees.
Attendance at Branches
Files generated from biometric devices.
Leave letters.
Promotion, Transfer and Salary revision letters.
Resignation and Relieving Letters.
Tour statements and supporting vouchers.
Bills submitted by Employees for TDS.
Wings Fixed Assets

While automating Fixed Assets, you may attach:

Purchase vouchers to Asset masters.
Pictures and barcodes to masters.
Insurance, Warranty, User guide/Trouble shooting etc to Asset masters.
Additions to Assets to transactions.
Asset Repair documents.
Wings ERP Auto
While automating automobile dealerships, you may attach:

PDI related documents.
T/R and Insurance.
Customer documents during Vehicle Booking.
Finance company, if it is under finance
PDI to Vehicle Delivery.
T/R and Insurance to Vehicle Delivery.
Pictures of vehicle to Job Card.
Free Service Coupons copies.
Pictures, Insurance etc of accident or damaged vehicle
Claims and warranty documents
In Wings DMS
In Distributor Management Solution, you may attach:

Distributor/Dealer applications to Distributor/Dealer masters
Distributor/Dealer appointment letter
Contract Documents made with the Distributor/Dealer
Distributor/Dealer statutory documents like TIN, PAN etc
Supporting documents to transactions
Claims related documents, and the like
These were but a few examples. The limit is your imagination and need.

How it Works

Document Types
You define Document Types with which you would classify, easily identify and retrieve documents.

You may create an unlimited number of Document Types and use in Masters and Transactions.

One document for each Document Type can be attached to a master or a transaction.

Applicable Document Types

Masters and transactions may have different Document Types. Each master and transaction may have its own applicable Document Type.

Examples:

Tax Forms or C Form
Damaged Vehicle Picture
Passport
Mandatory or Optional

Some documents may be made mandatory and others not. The transaction will not save without the document if it was specified to be mandatory.

Viewing, Downloading and Deleting

When Document Manager is invoked from a master or transaction, attached documents will be displayed, sorted by document type.

Documents can be then Viewed, Downloaded or Deleted.

User Rights

Wings Document Manager comes with built-in security.

Users can upload, view an existing document, download a document or delete a document only if they have permission.

Upload, View, Download and Delete require separate rights independently for each Document Type.

All File Types

Wings accepts all files as Documents. This includes an image, text, MS Office or other file.

The file can be stored and retrieved in the same format in which it was stored as and when required.

Secure

Once the document is attached and stored in Wings database it remains secure.

Since all the documents are stored in a single MS SQL database, back up and moving is simple.

Separate Database

Documents attached in Wings are saved in a database separate from the Wings data in MS SQL.

The main database size and performance will remain unaffected.

MS SQL Express 2010+ gives an additional 10GB for documents database.

To know of all the Wings products, check out www.wingsinfo.net
View the Wings on the web presentation at http://www.slideshare.net/ajaygandhi/wings-to-help

Posted By Ajay Gandhi

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