Since the start of the 1990s, manufacturers have turned to enterprise resource planning (ERP) software as a way of propelling new efficiency efforts. An ERP system strives to improve efficiencies by integrating all functions and departments of a business, including sales, planning, manufacturing, and service.

While several software applications are available to help implement such ERP activities, most are focused on integrating processes - particularly in inventory control, order tracking, customer service, and finance. Meanwhile, the production and distribution of actual documents used throughout those processes have typically remained manual process components.

Can technology eliminate the need for physical documents? It hasn’t managed to do so yet, but it can greatly enhance overall document efficiencies.

Order to invoice efficiencies 

Today, digital document solutions are successfully making their way into the ERP formula. Through the automatic input, sharing, and delivery of manufacturing documents across paper and electronic formats, manufacturers can realize significant improvements in efficiency. What's more, applications for automating document processes extend from the accounting office to the distribution center or factory floor.

Since most manufacturing processes are triggered by customer orders, financial documents can be better managed with automation. Typically, a customer places an order and the paper trail begins. Orders often move from in-basket to in-basket and are keyed and re-keyed into different computer systems. This often gives rise to errors, delays, and lost orders.

In a lean environment with automated document processes, orders are received more quickly and virtually error-free, since they are keyed in directly by customers and automatically delivered via e-mail or over the Web. Finished product is then manufactured to the needs of the individual customer, and supply chains are simplified as a result.

Automated document processes can also be used to streamline distribution. If documents are needed to meet regulatory requirements, for instance, they can be designed and integrated as part of the production line. From labeling to packaging to product documentation, the necessary paperwork can be automatically generated, thereby improving productivity while ensuring consistent control, accuracy, and quality.

Introducing automated document processes to the shop floor can further boost efficiencies. Presorting pick lists and pack lists and creating work orders that also list the parts and steps required is one example. Work orders can be automated so that they include pick lists and labels in the sequence that parts will appear in the stock room. This allows workers to pick and label without backtracking, thus improving workflow.

Often, related documents may accompany a manufacturer’s work order, such as material certifications, specs, or product designs. These can also be automated and made available online, when and where they’re needed. Not only is this more efficient, it prevents the inevitable loss of documentation and the accidental use of an incorrect document.

Benefiting from automation

As with all information systems and software, ERP packages and document automation can be a considerable investment. Additionally, the overall integration can be challenging. Therefore, it’s crucial that manufacturers first determine what processes and documents need to be addressed for maximum efficiency improvements.

The smart approach is to revise the process, eliminate unnecessary activities, and reduce waste, and then add the software. Once that’s accomplished, a manufacturer can choose the software that fits its way of doing business. The right selection will include solutions that not only simplify processes, but also automate documents.