Of course a DMS can only be used to full effect when it is linked to an ERP system. Therefore, when choosing a document management system, it must be ensured that the DMS has the right interfaces and/or APIs for the ERP systems used. Because: Both systems – DMS- and ERP system – mutually complement each other at this point. How does that work and what are the advantages?
For clarification: Whilst the Enterprise Resource Planning-System (ERP) has the master data of suppliers, an incoming invoice arrives with the company via the document management system. Now, under some circumstances, it is possible that certain data is missing from the incoming invoice document. Consequence: The incoming invoice workflow could not start for precisely this reason, and/or got stuck at a very early point.
Through recourse to the ERP system, the missing data is completed and the workflow can continue in the DMS. The whole thing can be illustrated in a fully automated way: A fully automated workflow can result from the incoming invoice in the DMS and the content comparison with the master data of the ERP system, together with a calculated verification of the sums and checking whether an order belonging to an invoice is present. At the end, the data is forwarded for posting in the ERP.
Furthermore, all the documents created in the ERP system, can ultimately also be archived in the DMS system, revision secure, and bundled into a process together with other documents within the DMS, and merged. The combination of document management system and ERP system therefore creates enormous synergy effects in terms of automation of workflows.