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DocuWare Benefits AquaPhoenix Scientific Inc.

1 Jun, 2015 By: Editorial Staff

AquaPhoenix Scientific
Industry:  Manufacturing
Location:  Pennsylvania, USA
Application:  Enterprise wide
Document Types:  Sales orders, work orders,
invoicing, purchase orders, shipping documents

DocuWare Expansion Gets a Positive Reaction
Leading water test kit manufacturer, AquaPhoenix Scientific, is utilizing DocuWare to connect related documents associated with their orders, improving productivity and workflow. Sales orders, invoicing, quality control documents, and more are easily stored in DocuWare, boosting customer service. Their new efficiencies have exceeded the company’s Return on Investment (ROI) calculations.

AquaPhoenix Scientific is a leader in water test kit and reagent manufacturing as well as a distributor of thousands of testing products and supplies. The company creates customizable test kits with private labeling, packaging and test factors providing their customers with a unique branded product. They serve many markets including industrial water treatment, clean room manufacturing, education, oil and gas, as well as general laboratory and quality control products.

The majority of their business is generated through custom orders meaning each chemical in each test kit has custom labeling specifications and quality control documentation. The company needed to move to electronic document management in order to improve customer service and easily access all the documents that pertained to each order. They shipped hundreds of orders a day and need to store between 3 and 50 pages of documentation for each order. Needless to say, this required a tremendous amount of storage space.

The company knew it was time to start streamlining its business processes. The Controller, Michele Witman, evaluated three different solutions, but chose to implement DocuWare because of its flexibility and Smart Indexing feature that could help them standardize their indexing on orders and invoices.

Today, when an order is received via the Web, phone or fax, it is entered into AquaPhoenix’s ERP system and a sales order number is generated. Utilizing DocuWare’s Smart Index feature the information from the ERP sales order is used to automatically index the actual order, eliminating double entry.  The sales order is then used to route the order through the assembly process.  The manufacturing department follows a similar process when making chemicals or reagents onsite. They maintain a strict quality control processes documented by a work order, which is created in their ERP system, then used to record production times and quality checks, as well as batch and lot numbers.

At the end of the process, the completed work order is canned into DocuWare where it is automatically indexed and stored and becomes part of the company’s quality control documentation. Once an order is shipped, the completed sales order along with the shipping document is scanned into DocuWare where it is matched with customer purchase order and quality control documentation utilizing the barcoded sales order number and customer number printed on the sales order form. The accounting team then pulls up the order in DocuWare for invoicing and assigns the invoice number and date and stores the invoice.

“DocuWare is a flexible product that was able to meet our unique workflow between the manufacturing floor and the business office. The software is very customizable and has allowed us to roll it out in phases,” said Witman.

DocuWare’s functionality allowed AquaPhoenix to establish consistent document indexing improving productivity, workflow and customer service now that information is easy to find and retrieve. Placing business critical documents in DocuWare allows authorized users to pull up every document associated with each order, streamlining processes for the sales, manufacturing and accounting departments. Document searches that used to take 30-60 minutes are now done in seconds.

Yearly document purging has dropped from 160 boxes to 20 boxes and will soon phase out completely, eliminating another manual task and simplifying operations.

Moving the work orders into DocuWare has allowed the company to eliminate substantial document storage on the production floor. Even more importantly, quality control information is now searchable in case there ever is an issue with a particular chemical batch.

According to Michele Witman, Controller, AquaPhoenix Scientific Inc., “Our DocuWare system paid for its self once we were using it for accounts payable and quality control documentation. Our ROI improves every time we add a new process, such as our sales orders and invoicing. We are very happy with our investment in DocuWare.”

The Tasks

  • Reduce document storage space
  • Streamline workflow
  • Improve document accessibility
  • Enhance customer service

Applied Modules

  • Active Import
  • Autoindex
  • Barcodes & Forms
  • Import
  • Recognition
  • Smart Connect

The Benefits

  • Eliminated the physical storage of documents
  • Reduced document retrieval time to seconds
  • Provided secure access to documents

About the Author: Editorial Staff

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