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Improving workflow with Alchemy Document Management for Distribution

Alchemy Document Management for Distribution A Perfect Recipe for Simple Document Storage Food and catering distribution specialists, H.N. Nuttall Ltd are using an OpenText Alchemy […]
28 November • Ben Hall •
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alchemy Alchemy Document Management for Distribution A Perfect Recipe for Simple Document Storage Food and catering distribution specialists, H.N. Nuttall Ltd are using an OpenText Alchemy Document Management system to electronically file their customer order documentation. The solution has enabled them to reduce their delivery time from three days to next-day and speed up their invoicing process. The company has used the same order and delivery process for many years; Copies of orders are printed out using a dot matrix printer and passed to warehouse staff, who use the document to individually pick the customer order. The picking list is then used to generate the invoice, which is sent to the customer with the order. A customer signature provides proof of delivery. It’s a simple process which works reliably and has never caused any operational problems. However, storing all of the accumulated paper picking/invoice documents was a problem – They were taking up huge amounts of office space and stored paper is a fire risk. With the new solution all orders are now entered into the management system on receipt and a picking list is generated for each customer. This is still printed out on a dot matrix printer and the hard copy used to individually pick each order. At the end of the day, picking lists are scanned into Alchemy document management by warehouse staff. Overnight, duplicate copy invoices are generated, ready to be sent with the delivery the following day. The delivery driver obtains the customer signature to provide proof of delivery. A signed copy is left with the customer and the driver retains the other signed copy, returning it to base, where it is checked and eventually back-scanned into Alchemy. “Alchemy has enabled us to improve our efficiency. Orders used to take 3 days to process; we now deliver next day. It’s easy to search the picking lists in Alchemy, so customer service is better and paper storage space has been reclaimed.” John Thorp, Account Manager, H.N. Nuttall