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Paper free process helps pig farming community streamline business

21 June 2017

A Leeds based company has helped a pig farming business to streamline its documentation processes at the touch of a button with a paper free system which looks after everything from sales to accounts.

Anota, which provides document management software, worked with the pig genetics and pig farming specialist JSR Genetics to set up a cost-effective and efficient system, which would even work for the business in areas where Wi-Fi connectivity was an issue and customers tended not to use electronic facilities.

The farming community is the latest sector to team up with Anota to streamline its document management system. Anota works with companies in a wide range of sectors from manufacturing to logistics to help save staff time and money and provide a more efficient workflow.

Chris Ashenden, Anota’s Technical Director said tying up the loose ends and then delivering customers’ orders was not easy for JSR Genetics. Many of their customers were in rural areas and its sales people were often away from the main office for a number of days at a time. This led to the process being disjointed.

Mr Ashenden said: “We don’t just go in and sell our software to businesses. Our first job is to understand the issues that are holding companies back in their company’s documentation processes. The aim is to become paperless, to save time and money, but there are also some technical issues that our solutions can help companies to resolve. JSR Genetics faces the same issues as companies across other sectors where the missing link was between their sales people out in the field back through the supply chain to the finance department and invoicing.

“Wi-Fi in rural areas was one issue. We set up a system so the sales people could do their work with the pig farmer on site and the order would then automatically generate back at the head office once their iPad came online.

“This meant the whole process could be streamlined and could be processed while the sales person was still on the road. No more carbon copies or waiting for paperwork to put the order processing and fulfilment in place.”

Anota also set up a new sales order form system to help both the pig farmer and the sales team. The company also spent time with JSR Genetics ensuring old paperwork, invoices, receipts, etc., were scanned and put in the system so the company had a full record of transactions and deliveries, giving the company full historical visibility at the touch of a button.

As an additional service the team from Anota investigated the costings of photocopiers, scanners, printers and other relevant equipment for JSR Genetics and came up with a solution on multifunctional devices which has saved the pig farming supplier almost thirty per cent in costs and offered the company a five year fixed cost deal, including servicing.

Erhan Donmez, JSR Genetics IT Manager praised Anota for its reliable and professional service.

Mr Donmez said: “Anota took into account the fact that every business has individual needs and worked with us to streamline our processes. We now spend less time on tasks like authorising invoices and can do all the necessary paperwork at the click of a button. This will reduce errors as well as saving us time and money.”

Anota is the authorised reseller and implementer of the DocuWare document management platform. The system handles the whole purchase-to-pay (P2P) documentation process from printing and scanning to workflow mapping and archiving.

Transactional data is lifted straight from documents and automatically uploaded to the ERP system regardless of format. All delivery notes, purchase orders and other items are linked together, enabling any discrepancies to be called out for attention. No keying-in is needed, thereby reducing processing time, minimising margins for error and saving cost.