At A Glance
INDUSTRY
Automotive
SOLUTION
Docuflo EDMS
Overview
As our client, a leading automobile company in Malaysia, has recently implemented an enterprise document management system (EDMS) across all its 90+ Sales Showroom and Service Centre. The EDMS is designed to manage and store all critical documents related to the company’s operations, including invoices, payment reports, payment vouchers, and service reports. The system is accessible to key users, including the Business Operation/Key User, HQ Finance Department, and Branch Admin Personnel.
The Challenge
Our client had faced several challenges in managing and storing physical documents. The nationwide showroom and service center had to courier physical original invoices, reports, payment vouchers to HQ, which was time-consuming and expensive. Additionally, each branch had to photocopy invoices, reports, and payment vouchers for their record, which was also costly. HQ Finance Department had to manage a large volume of paper documents, which was difficult and resource-intensive. There was also a high risk of original documents being lost during transportation, which was a significant concern.
The Solution
Our client implemented Docuflo EDMS to address these challenges. The system is designed to manage and store all critical documents related to the company’s operations. The main documents managed by Docuflo are the sales showroom’s new vehicle sales invoices, payment collection reports, refund reports, all payment vouchers, and order cancellation reports. Similarly, for the service center, the EDMS manages service invoices, payment collection reports, and all payment vouchers.
The Benefits
The implementation of the EDMS has brought several benefits to our client. Firstly, the nationwide showroom and service center no longer need to courier physical original invoices, reports, payment vouchers to HQ, resulting in significant cost savings. Secondly, each branch no longer needs to photocopy invoices, reports, and payment vouchers, which saves additional costs. Thirdly, HQ Finance Department no longer needs to manage a large volume of physical paper documents, which saves resources and is more efficient. Fourthly, there is now a reduced risk of original documents being lost or missing during transportation. Finally, the EDMS facilitates easy and effective information sharing among HQ and all branches (showroom/service center).
Conclusion
In conclusion, our client’s implementation of the EDMS has resulted in significant cost savings, increased efficiency, and improved document security. The system’s implementation has brought about a more streamlined and efficient document management process, enabling the company to better serve its customers across the country.