SPINDLE DOCUMENT DISTRIBUTION (formerly known as Spindle Professional)
Intelligent document distribution to automatically:
- Send documents via email, to a printer and even via fax
- Specify contact information extracted from ERP or accounting system such as contact name, address, email address etc.
- Select stationery type using ERP or accounting system data (product, location, analysis code, dimension code etc.) to create desired templates
- Archive documents into SharePoint, CRM or to a local network
- Add additional email recipients automatically
Batch email distribution
- Email any document to any stakeholder (e.g. invoices, statements, remittance orders, sales order acknowledgements)
- Send unlimited documents (as batches or individually) to any address by email
- Attach relevant documents (e.g. statements, promotions, pricelists)
- Store draft emails before sending or send emails directly from the user's mailbox without having to be reviewed in the Drafts folder in Outlook
- Support multiple email platforms (Exchange, Outlook, Lotus Notes, SMTP, MAPI and Gmail and Yahoo!) using SSL through SMTP
- Sender's email address can be customised to ensure emails are sent from a central email address, for example accounts@company.com
HTML Email Designer
- Produce HTML compatible email
- Personalise customer communication using data extracted from ERP
Batch print distribution
- Print and collate documents to different printers, trays or stationery
- Print multi-part print copies without the need for duplex stationery
- Automatically re-order printed pages within a document run
- If you are still using multipart stationery for invoice, dispatch note and proof of delivery, Spindle Document Distribution can automatically print three copies to three individual print trays whilst collating the documents for dispatch, saving you time
Fax distribution (individual and batch)
- Fax documents as alternative to email
- Optimise stationery in mono
Form Designer
- Edit plain text backdrops to full colour design and incorporate full branding
- Add additional pages to documents
- Change language files and attachments
- Extract data from ERP or accounting system and add to document
Batch archiving
Automatically archive to different locations, either individually or in batches
- Network uses ERP or accounting system data to name file/folder
- CRM archiving uses ERP or accounting system data to index into CRM and link document with an account record. Is fully searchable and accessible by non-ERP users
- SharePoint archiving uses ERP or accounting system data to index document into SharePoint library. Is fully searchable and accessible by non-ERP users
Document security
- PDF password protect sensitive documents individually or in batches
- 256 bit PDF document encryption
- Apply digital signatures to any document using advanced Adobe CDS Digital ID from GlobalSign, click here for more information about Document Signing and eSignature Laws
Bar coding (for warehouse order picking)
- Generate barcodes and insert onto for documents
SPINDLE DOCUMENT CAPTURE
Seamless integration to your ERP to capture, archive and retrieve documents allows you to:
- Process a variety of incoming documents including:
- sales orders
- purchase orders
- invoices
- delivery notes
- goods received notes
- expenses
- remittance advices
- credit notes
- nominal ledger entries
- Capture and archive documents from either a file, scan or from the pending tray.
- Link associated data from ERP to each document such as company name, account reference, account name, order no, order date etc when captured by the pending tray.
- Link to ERP entry using a barcode. Simply enter order, print barcode label and place on the associated document. When scanned, it will automatically link to the correct entry.
- View all associated documents directly in Nominal Ledger using the Document Preview button
Batch scanning
Scan documents individually or in batches using a barcode. A barcode is added to the first page of a multi-page document to indicate the beginning of a new document. Spindle Document Capture will split the document when it finds a unique barcode id.
Quick document viewing within ERP
View documents instantly including:
- Sales Ledger
- Purchase Ledger
- Nominal Ledger
- Cash Book
- Stock Control
- Sales Order Processing
- Purchase Order Processing
- Project Accounting
Advanced document search
Allows any employee to search and retrieve documents outside of ERP using the Document Search tool, including:
- Document number
- Transaction type
- Date
- Member of staff
- Reference number
- Project code
- Nominal code
- and more…
Pending Tray
- Holds incoming documents ready for archiving
- Allows non-ERP users to scan and prepare documents for filing
Mobile capture
- Instantly capture documents and images from an Apple device (iPhone or iPod touch)
- Upload to the Pending Tray using a wi-fi/ 3G/ 4G connection
Spindle Document Distribution integration
- Instantly archive all outgoing documents such as invoices, statements, despatch notes, etc.
- Link documents to the relevant entry by barcode when they are returned and automatically archive them against the correct job. For example, incoming signed despatch notes.
- Send invoices to clients and automatically attach archived, signed delivery notes.
Capture and access all file types
- Attach any file type to documentation, transactions or accounts such as excel spreadsheets, emails or photos of delivered goods or completed services.
API
- Use Spindle Document Capture API to add capture and retrieval functionality to third party applications