While paper in many contexts remains an essential element of doing business, it can also cause delays in processes where speed and to-the-minute information are key determinants of performance.
Solving this problem, printer consumables specialist Kolok has created a 'Digital Documents' solution, which relies on the high quality of OKI printers to whittle away the limitations of paper.
The result of its Digital Documents solution is accurate information that cuts down that most precious of commodities - time.
Richard Vivian, solutions architect at Kolok, explains the challenge: “In the logistics game, getting stock to customers is half the job. Until payment is received, the transaction is incomplete. And in a fast moving logistics business, the greatest challenge in getting payment is getting proof of delivery (POD) to the client's accounts department.”
Getting the POD quickly is solved by Digital Documents; Vivian explains that the difficulty lies in routing the POD, together with the invoice, to the right person at the customer. “The standard process requires scanning the signed POD into a document management system. Each scanned document has a link to the customer sales order. When the customer queries the invoice on the sales order, a POD is presented.”
It is, he confirms, time-consuming, labour-intensive and error-prone. “Errors and delays can result in payments being delayed, or worst, credited.”
Digital Documents uses digital 'pen and paper' to automate much of the process while eliminating human error; while it is digital, Vivian says at its heart it is an accurately printed sheet of paper.
“The printed documents which accompany a delivery include the digital pattern and the actual invoice, which are printed at the same time with OKI's colour laser printers. Each invoice is unique and has a unique digital pattern. That page is used on delivery documents in conjunction with a special pen that can scan both the digital pattern and the pen strokes,” explains Vivian.
When a customer signs the paper using the special pen, it tracks and recognises the digital pattern while recording the pen strokes. Vivian continues: “The pen sends this information to a remote server. Thanks to a combination of knowing what document was signed, due to the unique digital pattern, and what order the document reflects, and what pen strokes where used, an original copy is reproduced in our ERP system within minutes of the customer signing. That means our systems are immediately updated with the POD, allowing for the invoice to automatically route to the customer.”
The digital pattern on each page printed is unique and can't be photocopied. “To create this pattern the printer needs to be perfectly accurate at a micro level. This accuracy needs to be consistent across the entire page surface. It is for this reason that OKI's laser printers are recommended by the creators of the digital pattern technology (Anoto) and used by Kolok,” Vivian explains.
The system that enables the Digital Document Platform is supplied by Lithotech Solutions, a Bidvest company that also supplies the digital pens. The system is supported by Lithotech Solutions in conjunction with Kolok's IT department.
Neil Rom, MD of sole OKI importer and distributor, Printacom, explains that OKI printing process uses many thousands of LEDs to control and direct the print across the page. “It is this which is behind the ability for OKI printers to deliver a print consistently accurate across the entire page - and suitable for an application where precision is required.”
Digital Documents has substantially improved a critical business process, confirms Vivian. “No longer do we have any issues with human error, lost or misfiled documents. The system delivers a 100% success rate in this regard, while also closing off the loop in terms of any potential repudiation of stock delivered,” he says. “It contributes to an up-to-date ERP system which provides the necessary information for accurate stock management and a reduced time to collection on invoices.”
In addition, he says, the paper process remains as a last resort. “The customer still signs the regular paperwork, which remains as a 'real world' failover system should anything go wrong.”
And, he says, from a business perspective, the system is easily introduced as it is the essence of simplicity. “If you can use a pen, you can use this system. Sign, and that's it.”
For more information, contact Printacom on:
Printacom Technologies on + 2711 531 1500
Brandon Zabielski extension: 1510
Email: bzabielski@printacom.co.za
www.printacom.co.za or www.okisa.co.za
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