Purchase Order Approval 7.2

1. Purchase Order Approval 7.2 An additional module for Baan Mail-Merge, which enables you to electronically sign your printed purchase orders and automatically E-mail, Fax, Print and archive them once approved!

2. 1. NAZDAQ Company Agenda 2. The Problem 3. Baan Mail-Merge - Overview 4. Purchase Order Approval 5. Success Stories

3. NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln. The NAZDAQ tools provide a great return on investment and enable E-mailing, faxing, archiving, printing documents like Purchase Orders and Invoices, and allow an easy way to convert reports to Excel, Word, PDF HTML and XML. Other solutions cover areas of document management, reporting and notification.  The NAZDAQ tools are installed at hundreds of servers in more than 60 countries. They are used daily by users to automate transfer of Baan reports into front-office applications, as well as automating business processes. About NAZDAQ – Since 1999 www.nazdaq-it.com

4. The ProblemSigning Purchase Orders Everyday your company creates multiple purchase orders that need to be signed by one or more managers, before they are sent to the suppliers

5. The ProblemSigning Purchase Orders • The first challenge is to have each order signed based on your company signing policy - in a reliable and speedy way were you can track it within your ERP system • The second challenge is to use a reliable and effective solution to deliver all orders to their suppliers

6. The ProblemWorking with documents The challenge is to effectively work with and distribute documents as well as reduce organization costs!

7. The SolutionBaan Mail-Merge E-mail Purchase Orders Invoices Fax Order Acknowledgments Print Reminders Archive Baan Mail-Merge allows companies to automatically e-mail, fax, print and archive documents. This powerful engine can handle any output comings from Baan or Infor ERP LN.

8. The SolutionThe Purchase Order Approval Module With an additional module that works with Baan Mail-Merge, you can send purchase orders for cycle approval by managers before release

9. The SolutionBaan Mail-Merge Full Overview For Baan Mail-Merge full overview, on how it works, it’s benefits as well as extensive explanation about the product capabilities, you can view the following presentation: www.nazdaq-it.com/presentations/Baan-Mail-Merge/

10. Purchase Order Approval Process4 Stages

11. Purchase Order Approval Workflow Another Signature NO YES YES YES NO

12. How Purchase Order Approval Works? 3 Phases Print Approve Release

13. How Purchase Order Approval Works ?Print & Approve – (Phase 1-2) Sign Print Printing the customized Purchase Order with the company logo & background Signing Purchase Orders electronically above a certain defined threshold by one person or more

14. How Purchase Order Approval Works ?Print & Approve – (Phase 1-2) The manager assigned to sign the Purchase Order will be notified with an e-mail and will be directed to an approval session. Approve If the Purchase Order is approved or denied, an e-mail will be sent to notify the buyer about the fate of each order

15. How Purchase Order Approval Works ?Release – (Phase 3) Based on the definition by the system, the buyer or the manager has the capability to release individual purchase orders that belong to them, by viewing them and then releasing them. Release In “One by One” mode approved Purchase Orders can be released and sent to suppliers

16. How Purchase Order Approval Works ?Release – (Phase 3) Purchase Orders can be released in full automatic mode, in a nightly job. The approved orders will silently be sent to the designated suppliers.

17. How Purchase Order Approval Works?Release – An Example (Phase 3) Release Purchase Orders using the automatic mode (The job run has 700 Purchase Orders) + All this is done Automatically!

18. Why Purchase Order Approval?Main Features • All attachments and addresses generated by Baan Mail-Merge are frozen waiting for the Purchase Order to be signed and approved • Every manager can have a “backup manager” defined so that orders won’t be stuck waiting for his signature in case of absence • A customized message (language specified) is sent to the next manager in line to sign a certain order

19. Why Purchase Order Approval?Main Features • A notification mechanism is available to inform purchase personnel about the signing process • An inquiry and a report are available for checking the status of all Purchase Orders in the approval process • Support a hierarchy of one till up to five managers to sign Purchase Order, based on different thresholds

20. Why Purchase Order Approval?Benefits • Cut stationary costs • Cut phone costs (telephone tags or waiting for fax) • Improve cash flow • Automate & improve business processes • Improve company image (better service)

21. Speedy in SingaporeSuccess Story Speedy in Singapore uses the NAZDAQ solution of Baan Mail-Merge with Purchase Order Approval module to automatically e-mail and fax purchase order to suppliers. Speedy’s process for purchase order approval and distribution was performed manually. The approval process was carried on manually between buyers and managers, then printed and mailed or faxed to suppliers. They decided to choose the Baan Mail-Merge with purchase order Approval extension to implement a solution, which will automate the cycle approval process and release the orders to their suppliers. The solution has proved to be definitely faster & more effective as it gave the ability to automate the whole process from approval to delivery. customer

22. W&H in AustriaSuccess Story Josef NobisIT manager at W&H summarizes the relationship with NAZDAQ: "The tools are reasonably priced and functioned problem-free once it is installed. Due to the service contract we could use the newest versions at any time and receive perfect support". W&H Dentalwerk Buermoos in Austria were using Baan 4 and looked for a tool to be able to send PDF business documents by e-mail. They implemented Baan Mail-Merge in 2002 and used it to e-mail purchase orders and to dispatch production orders in a nightly job. When W&H decided to roll-out Infor ERP LN 6.1 in 2007, they upgraded Baan Mail-Merge. customer

23. Selected Customers

24. Selected Customers

25. To receive our Free Demo version contact us at: info@nazdaq-it.com Free Demo