Perceptive Software, Inc., announced that Kawasaki Robotics's accounting department experiences time savings, space efficiencies and enhanced business processes with ImageNow® integrated document management, imaging and workflow software.
With headquarters in Wixom, Mich., and satellite offices across America, Kawasaki Robotics is an industry-leading supplier of industrial robots and automation systems with robot payloads ranging from 3 kg to 500 kg, with more than 63,000 units installed worldwide, including more than 18,000 in North America.
When Kawasaki's accounting department overloaded its storage area with reams of paper documents, employees took new files to other buildings for archival. Manually processing these records was slow and time-consuming, prompting Kawasaki's selection of ImageNow as an efficient way to manage documents electronically.
"ImageNow's reasonable price and ability to seamlessly integrate with Microsoft Great Plains set it apart," said Bruce Mayrand, senior manager.
Patented LearnMode™ technology facilitated tight integration between ImageNow and Kawasaki's Microsoft Great Plains software, allowing users to retrieve the documents they need from a familiar host application environment.
Before implementing ImageNow, Kawasaki employees created purchase requisitions in Microsoft Great Plains, printed hard copies and took them to the approving manager. After authorizing requests, the employee took the documents to the accounting department, where a purchase order was created, printed and mailed to the vendor.
Now, purchase requisitions and attached quotes are automatically directed from Microsoft Great Plains into the appropriate manager's workflow queue. After authorization, they electronically route the documents to the accounting department for processing within Microsoft Great Plains. The employee later receives an e-mail generated by the system indicating that the purchase order was created and sent to the vendor.
"Employees in accounting spend a lot of time using Microsoft Great Plains, so being able to access document images in ImageNow by clicking on a button in their Great Plains screen is a huge plus for them," Mayrand said.
Structured ImageNow implementation provided a rapid return on investment and equipped managers at Kawasaki with the skills required to administer ImageNow independently.
"Perceptive Software's project management is great," Mayrand said. "Documenting workflow in planning sessions was helpful and the staff members we worked with are professional and courteous."
Unlike other software vendors, Perceptive Software does not require a restrictive service agreement. Kawasaki appreciates the freedom this unique approach allows, and flexible technical assistance options that include 24-7 online access to the ImageNow Support Portal.
"Online chat sessions with the Perceptive Software support team are convenient and enable us to get answers right away," Mayrand said.
Kawasaki employees once searched through bulging file cabinets to locate a specific document, making it difficult to secure payment for 50 past due accounts. By collecting all document types in a secure central repository that users access with a single click, ImageNow helped reduce the number of outstanding accounts to six.
"ImageNow makes collections easier because all documents are organized in one place, and we immediately retrieve the information we need," Mayrand said. "Not having to search for hard copies is a huge time saver."
When Kawasaki used manual workflow, supervisors were unable to approve invoices and purchase orders when away from their desks, delaying payments. ImageNow automatically indexes and routes incoming documents to work queues that managers immediately access any time, from anywhere.
"ImageNow enabled us to go from paper processes to automated workflow," Mayrand said. "The new approval procedure is more efficient because supervisors can approve documents from any location."
Before ImageNow installation at Kawasaki, manual workflow processes required staff members to "push papers between departments," Mayrand said. This delayed workflow and diverted staff members from other job responsibilities. ImageNow workflow electronically routes documents between individuals and departments, eliminating the time-consuming paper chase.
"ImageNow workflow eliminates paper and the time spent taking documents between departments," Mayrand said. "It also enhances information sharing, because users in different areas retrieve and view documents simultaneously without needing to duplicate hard copies."
About Perceptive Software
Perceptive Software, Inc., develops integrated document management, imaging and workflow software solutions that simplify business processes by delivering secure, digitized versions of paper and other electronic documents while leveraging existing applications. Customers in a broad range of industries worldwide have taken advantage of ImageNow, Perceptive Software's flagship software offering.