Packaging and posting statements, invoices and remittance notifications is a time consuming and costly process. Zetadocs delivers documents in batches, using a combination of rules to ensure that the customer gets the right document in the form they want to receive it. Users can define delivery based on the following:

• Company name
• Contact name
• Document type
• Preferred method of receipt (email or print)
  

Zetadocs provides the ability to fax as well as email documents to ensure your customers or suppliers receive the right document by their preferred method of receipt. Built on the technology of our world renowned Zetafax network fax server, this module enables you to automate fax delivery for specific contacts, document types or businesses. For example, where one of your customers insists that only statements are sent by fax.

Zetadocs for NAV produces documents with consistent content and a professional appearance. Using templates that define how a document will appear when sent from NAV, Zetadocs uses the rules defined above to automatically create the document, overlay stationery and add specific attachments, ensuring the customer always receives the correct information. For example, different payment conditions can be automatically added to documents that are sent to customers on different terms.

In many organizations, information can be held in different formats and different locations which make it difficult to retrieve when needed. Emails that are received to, for example, update orders or advise of payment dates, are often held in isolated, individual email systems which are only accessible to one or two people. With Zetadocs, information that arrives by email, fax or paper from your customers and suppliers can be captured and automatically stored alongside the documents you send.

Zetadocs creates a unique ID for each document so that all parts of a transaction can be linked, allowing NAV and non-NAV users to easily find related documents by searching for a single item. For example, a search for an invoice would also retrieve the related purchase order, and any incoming documents that have been captured. This ensures that all information is kept in a secure, central location for quick and easy retrieval, allowing customer queries or disputes to be handled as quickly and efficiently as possible.

With Zetadocs for NAV you can automatically scan, split and and archives batches of documents such as Proof of Delivery (POD) or purchase invoices, making them available online for search and retrieval.  Zetadocs can create documents using a unique identifier such as a barcode, which is then read by Zetadocs to archive and link the document on its return. For documents created outside of Zetadocs, a barcode can be printed on a sticky label, which can then be applied to documents for archiving in the same way.

This allows you to share valuable NAV information across the organization, helping employees respond to customer queries in a timelier manner. Having these key documents immediately to hand improves the service you offer customers and suppliers, reduces filing costs, and can help ensure regulatory compliance.

As mentioned above, Zetadocs for NAV consists of Essentials editions for Capture and Delivery, which provide essential, out-of-the-box functionality for electronic document delivery and filing.  Also available, however, are Plus editions which allow complete customization of capture and delivery functionality, and opportunities to completely automate key paper-based processes.  For example, documents that arrive by email, fax or paper from your customers and suppliers can be captured and automatically stored alongside the documents you send.  These documents, including scanned documents, can be indexed for content based searching, converted to a format for long term archive (PDF/A) and stored in SharePoint. 

On the delivery side, the logic that exists in Delivery Essentials to define how the document is created can be extended in many ways using Delivery Plus.  For example, custom data fields can be included in the delivery logic and SharePoint archiving, or C/AL code can be added to determine on the fly details such as which file attachments should be added to a report (e.g. technical drawings, time sheets, or safety notices relating to a particular invoices.