TYPICAL APPLICATIONS

Groups of the same document type, e.g. Customer Invoices, can be quickly scanned as a batch, with the invoice number being read as a bar code or OCR (Optical Character Recognition) field on each invoice, and other index information captured from bar codes, OCR or back-office databases. Invoices can later be retrieved (viewed, printed, emailed or faxed) by entering the invoice number or other indexed fields, such as customer name. Retrieval can be done in the office or over the Internet.

One of our manufacturing clients is using PDSAIM in this way to archive signed Delivery Tickets. With the signed tickets available online, confirming shipment receipts becomes much easier. PDSAIM scans batches of the signed Delivery Tickets via a high speed Kodak scanner, reading the bar coded ticket number and searching the clients back office computer database for other indexes, such as customer name and delivery date. Using these indexes, the client’s personnel can quickly locate tickets among the thousands stored to respond to client inquiries. Once found, copies of the signed ticket confirming receipt of shipment can be printed, faxed or emailed directly from the desktop to the customer.

Alternatively, a grouping of different document types, e.g. Customer Order, Order Acknowledgement, Picking Ticket, Delivery Ticket, Bill of Lading, Invoice, correspondence, etc., can be scanned together as a ‘packet’ and indexed with a group identifier such as a project number. The packet can later be retrieved by project number to view the different documents from the project.

A distributor client is using PDSAIM in just this way, but includes in the packet Purchase Order and Receipt documents from vendors supplying items to fill the order.

PDSAIM is also being used in a Customer Service role as both an internal and external catalog of product data information. Product Data Sheets are initially scanned in and indexed by product number, product category, manufacturer and other product specifications. Notes are attached to the Product Data Sheets with tips for the customer service reps. These reps can then quickly access product information to provide timely answers to customer inquiries, and to mail, fax or email information as needed.

With proper security, customers or prospects can log on to your website and view product information electronically, without requiring any intervention by your personnel.