Being in the software industry for over 7 years I have noticed that everyone knows what an ERP (Enterprise Resource Planning) software system is. If those users don’t know the term ERP I will ask what is your financial system and then they will know what they are using. The other trend is every company in 2021 is using some type of software for a financial system but not every company has the same value on ECM software. What is ECM software and why is it important?
ECM software (Enterprise Content Management) is Document based software that offers business process automation tools that are focused on the document. Most ERP software systems are focused on data and the document is more of an afterthought. Document Management software like OnBase has a powerful, easy to configure workflow engine that enables organizations to automate business processes around documents or forms.
ECM software like OnBase also has a powerful reporting engine that can display data in a dynamic format. ECM software is built to complement ERP software and every ERP software system needs to be integrated to an ECM software to reach it maximum potential.
An example of this is a user in an ERP system working on a transaction and wanting to view the Invoice document that is part of the transaction should and will be able to get the single document.
The document is attached to the screen or attached to the transaction in the ERP system. If an ECM software is integrated with the ERP, the same user looking for the invoice document attached to the transaction can still find that invoice, but can now also see all related documents to the invoice like the check, credit memo, vendor contract, etc. ERP software systems are not built to have a robust document management end user experience, and therefore integrating an ECM software will give users the complete solution.
Using ECM workflows before the data is brought into the ERP keeps the ERP clean and only populated with valid data. ECM workflows can pull real data from the ERP system and leverage this data during the workflow process. An example is using and ECM workflow for invoice coding and approval before the data is sent to the ERP. In this example I will use a PO based invoice.
The request for the PO can start in the ECM system with a PO request form. This can be populated with vendor data from the ERP and routed to users to approve via outlook. The users don’t even have leave outlook to approve a new PO. Once the PO is approved the ERP system will be notified and the PO can be generated. This gives a complete audit trail of how the PO was approved and an approval path if the PO needs to be updated during the project.
The PO is sent out to the vendors and the vendor invoices start to come into the organization. Using and ECM workflow a 3 way match can be performed between the invoice, the receiving information and the PO with the equation of PO price x units received = Invoice total. All invoices that match will be routed directly to the ERP for payment while any issues will be identified, and the correct user will be notified to fix. If any invoice needs to be sent for approval that can be done again without leaving outlook.
This is just one example showing how an ECM system can enhance an ERP system by allowing each software to do exactly what is was designed to do. ERP software systems are financial software’s and should only work with good, approved data. ECM systems are document-based software with powerful workflow engines easily configured to deal with exceptions. Let your ERP be the source of truth for data and let an ECM be the source of truth for document. End users will have their experience with the ERP greatly enhanced with an integration with an ECM software like OnBase.
The new REQUORDIT Portal is now our go-to, OnBase-integrated external portal technology. With rapid deployment capabilities, integrated security, and a robust set of features including document retrieval, workflow, and workview widgets, the REQUORDIT portal has everything you need to efficiently and effectively provide a self-service platform for external users.
Joe has worked at REQUORDIT since 2013. He began by concentrating on the Commercial Vertical, but in 2017 he shifted his focus to the Construction Vertical. He has prior experience assisting organizations in understanding how to integrate software to automate business processes.
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ECM software (Enterprise Content Management) is Document based software that offers business process automation tools that are focused on the document. Most ERP software systems are focused on data and the document is more of an afterthought. Document Management software like OnBase has a powerful, easy to configure workflow engine that enables organizations to automate business processes around documents or forms.
ECM software like OnBase also has a powerful reporting engine that can display data in a dynamic format. ECM software is built to complement ERP software and every ERP software system needs to be integrated to an ECM software to reach it maximum potential.
An example of this is a user in an ERP system working on a transaction and wanting to view the Invoice document that is part of the transaction should and will be able to get the single document.
The document is attached to the screen or attached to the transaction in the ERP system. If an ECM software is integrated with the ERP, the same user looking for the invoice document attached to the transaction can still find that invoice, but can now also see all related documents to the invoice like the check, credit memo, vendor contract, etc. ERP software systems are not built to have a robust document management end user experience, and therefore integrating an ECM software will give users the complete solution.
Using ECM workflows before the data is brought into the ERP keeps the ERP clean and only populated with valid data. ECM workflows can pull real data from the ERP system and leverage this data during the workflow process. An example is using and ECM workflow for invoice coding and approval before the data is sent to the ERP. In this example I will use a PO based invoice.
The request for the PO can start in the ECM system with a PO request form. This can be populated with vendor data from the ERP and routed to users to approve via outlook. The users don’t even have leave outlook to approve a new PO. Once the PO is approved the ERP system will be notified and the PO can be generated. This gives a complete audit trail of how the PO was approved and an approval path if the PO needs to be updated during the project.
The PO is sent out to the vendors and the vendor invoices start to come into the organization. Using and ECM workflow a 3 way match can be performed between the invoice, the receiving information and the PO with the equation of PO price x units received = Invoice total. All invoices that match will be routed directly to the ERP for payment while any issues will be identified, and the correct user will be notified to fix. If any invoice needs to be sent for approval that can be done again without leaving outlook.
This is just one example showing how an ECM system can enhance an ERP system by allowing each software to do exactly what is was designed to do. ERP software systems are financial software’s and should only work with good, approved data. ECM systems are document-based software with powerful workflow engines easily configured to deal with exceptions. Let your ERP be the source of truth for data and let an ECM be the source of truth for document. End users will have their experience with the ERP greatly enhanced with an integration with an ECM software like OnBase.
Joe has worked at REQUORDIT since 2013. He began by concentrating on the Commercial Vertical, but in 2017 he shifted his focus to the Construction Vertical. He has prior experience assisting organizations in understanding how to integrate software to automate business processes.
The new REQUORDIT Portal is now our go-to, OnBase-integrated external portal technology. With rapid deployment capabilities, integrated security, and a robust set of features including document retrieval, workflow, and workview widgets, the REQUORDIT portal has everything you need to efficiently and effectively provide a self-service platform for external users.
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