Document Management: the game changer in ERP systems?

In today’s digital age, everything is digitalized. This digitization has transformed all sectors of the economy, offering more efficient alternatives to traditional processes. Tasks that were once cumbersome are now easily accomplished with a simple click. One such revolution in the business world is the integration of Document Management in ERP systems. This combination, known as Enterprise Resource Planning (ERP), has become indispensable for businesses. Quarto ERP is one of the best ERP solutions for Small and Medium Businesses, with global applicability. To learn more about the advantages of Quarto ERP, please visit www.quartoerp.com.

Quarto Document Management System

Retrieving important documents from a pile of paper files can be a real nightmare for accountants and managers. Often, urgent documents may become mutilated, torn, or misplaced. However, the next big advancement in Quarto ERP is the inclusion of the Quarto Document Management System (QDMS).

QDMS is a powerful tool designed to store, retrieve, track, manage, and audit various types of documents related to the business. These documents come in various file formats such as PDF, Word, Excel, Images, Presentations, and more. QDMS efficiently organizes these files provided by users, assigning identifications that make storage and retrieval incredibly user-friendly.

QDMS proves to be a valuable asset, particularly for companies dealing with a high volume of documents, especially in the Export and Import businesses. This module significantly reduces the workload for each ERP user, ensuring the system can effortlessly provide the necessary supporting documents to managers and auditors whenever needed.

QDMS saved a business entity in Kerala during the Flood of 2018

One of our clients from Kerala survived the heavy flood of 2018 only because their documents had been stored in a Cloud Server. After the flood, many of their valuable agreements and documents were damaged and became unreadable after being submerged in water for many days. Therefore, it is imperative for organizations to efficiently manage their documents and records by keeping them in the cloud or other reliable storage.

Quarto ERP facilitates QDMS in the following platforms

1. Quarto Web Application
2. Quarto Mobile Application (Android)
3. Quarto Desktop Application(Windows)

Quarto ERP enables QDMS in the following modules

1. Financial Accounting
   • Receipts
   • Payments
   • Journal
   • Debit Notes
   • Credit Notes
2. Sales/Distribution
   • Customer Orders
   • Sales Invoices
   • Export Invoices
   • Delivery Notes
   • Sales Returns
3. Purchase Management
   • Purchase Orders
   • Purchase Invoices
   • Purchase Imports
   • Goods Receipts
   • Purchase Returns
4. Inventory Management
   • Stock Receipts
   • Stock Issues
   • Stock Transfer
   • Damage Accounting
5. Production/Manufacturing
   • Production Orders
   • Consumption
   • Production/Process
   • Packaging
6. Customer Relationship Management
   • Enquiry
   • Quotation/Proposals
   • Service/Support entries
   • Service Contracts

So how does QDMS work?

Every activity performed by a business needs to be recorded in the books, no matter how small the entry may be. A QDMS creates an identity for every entry, which has and stores digital data related to its identity. All the documents linked with the related identity are stored in a logically organized manner, making document retrieval very easy.

QDMS helps you in business

• Easier storage of data

  Scan the file and upload through QDMS
  All the document files are stored in the Cloud server. Additionally, files are stored with a file number or file name along with the type of file extension.

  While doing an activity in Quarto ERP, click on Document link and attach the document files, work is done. The documents are stored in the secured repository of Quarto ERP which are available for the users on a click away. Moreover, a brief info of the stored documents will be displayed for a quick look.

  QDMS will drastically reduce the efforts of users who are managing the documents. When there are a lot of possibilities to damage the Physical documents, the digital documents kept in the Quarto ERP will be supported with security features and the valuable documents will be in a safer place.

• Enables easy sharing

  The documents stored in the QDMS help share with users who need to access it from anywhere. Additionally, the documents can be sent through Email as attachments or shared through Whats app.

• Audit becomes very easy

  Various types of audits are required for every company at different periods throughout the year or even after many years. During the audit, an examination is conducted on all activities of the business during that period. Auditing involves confirming transactions with the verification of supporting documents. Thus, depending on the audit procedure, the company’s transactions need to be properly documented with supporting documents.

  Through QDMS, the documents connected to each transaction will be listed in the document list and can be opened by clicking on the document name or link provided. Auditing becomes a nightmare when the supporting documents are missing or not available for auditors. With QDMS, there will no longer be any nightmares for both auditors and company managers during the auditing process.

• Data security

  The data stored in the QDMS is 100% secure and can only be accessed by authorized users. A Document Management System is not limited to storing your company’s accounting activities; it also helps you record and store all departmental activities within your organization. In short, it is an all-in-one system for your company.

The primary goal of an ERP system is to increase organizational efficiency. The document management system is an integral part of ERP systems but can also be used independently. Unfortunately, even in this technologically advanced era, many people are still unaware of the existence and operation of Document Management Systems. Thus, the lack of awareness about document management systems can lead to significant challenges and increased workload.

Let’s take an example using QDMS in the context of a purchase. Suppose your company makes a purchase of several items on a specific date. Since purchase transactions are crucial, they need to be well-documented. By utilizing a document management system, you can scan and store documents related to the purchase, associating them with the purchase transaction. This stored information regarding your purchase can be easily retrieved whenever needed. Furthermore, you can share these purchase documents with others via email or WhatsApp and keep them safely stored in the system for as long as required. Therefore, this approach can be applied to manage all documents within your company.

Documents Retrieval

Once the document is uploaded, the file is connected to the particular account head and can be retrieved by users who have access rights. In addition, a list of documents will be displayed, and they can be opened through the document link.

Customisation

QDMS can be customized to meet user requirements and to the specific model of application. Moreover, API system can be provided for bridging with third applications seamlessly.

So, if you are looking for a system that can enhance your business efficiency and assist you in utilizing your resources effectively, you should consider installing Quarto ERP and Quarto Document Management Systems. Quarto offers top-notch ERP systems along with the best Document Management System.