Infinite document capabilities. styles. discovery.

 

What is ADoCs?

Three years ago, we decided that we needed a new, innovative invoice and statement generating solution. The result was ADoCS, or its ANSI Document Composition System. This custom-built, in-house production system was created based on feedback generated from serving the print and mail industry for 20 years and addressing its customer's transactional document needs.

ADoCS serves as the document composition factory, applies business rules that manage document workflows, assists with verifying billing addresses, and controls the appropriate delivery determinations used for print/mail or a host of electronic delivery alternatives.

 
 
 
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SAP Business One Gold Partnership

 SAP Business One and ADoCs have partnered together to enhance the transactional document process.
 

In Q3 of 2018, Etactics partnered SAP® Business One Gold partner Long Business Sytems, Inc. (LBSi). SAP® Business One Gold supports sharing transactional data critical to the Etactics’ automated invoice and statement solution in an XML file format. The well formed data allows Etactics to use its XML parsing techniques to convert the data into an internal table. Actionable data in these Etactics internal tables is then made available to its unique ADoCS production factory.

 

As Etactics produces a transactional document for one of its clients, it can pull in the XML data that describes the service performed and automatically generates and sends the invoice or statement to the client in a variety of delivery alternatives ensuring payment is made in full and within terms. Today, Business One serves as the core accounting and financial system of Etactics, and integrates with other Etactics other cloud software solutions.

The partnership between SAP® Business One gold-partner and Etactics plans on bringing consistent, ongoing improvements to the customer communication process. Specifically, Etactics will continue to look into the ability to track vendor costs, produce margin reports, and make advanced GL determination rules in order to provide the best invoice and statement process possible.

 
 
 
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ADoCs Overview

 ADoCS, or its ANSI Document Composition System. This custom-built, in-house production system was created based on feedback generated from serving the print and mail industry for 20 years and addressing its customers transactional document needs.
 

ADoCS generated invoices and statements are stored in an ANSI based format to allow for multiple different output methods. The primary generated output is PDF; however, a document could be generated in HTML, SVG or PostScript. Unlimited document composition output is achievable in ADoCS allowing Etactics’ clients to enjoy invoice or statement designs representative of their output needs.

The ADoCS setup consists of multiple independent elements. These elements are either pre-made or can be created with little effort allowing for greater design creativity. (e.g. bar, pie and spline data charts, circles, credit card boxes, etc.). Summary invoices or statements can also be produced allowing the end user to easily identify all services and rates billed allowing their accounts payable departments to approve and facilitate payment in a timely manner.

 ADoCs allows for unlimited customization options for both invoices and statements.
 

Some transactions cannot be easily formatted onto a traditional invoice or statement making it easy for the recipient to understand or approve it for repayment. Etactics uses the transactional data received from SAP to create a custom map that allows for a unique invoice or statement to be generated best representing the transaction and assuring its get's paid in a timely manner. Said Custom Invoices could include an Excel document that would be generated and delivered to the recipient electronically.

 Reduce the charge rate for additional continuation pages with ADoCs.
 

 A continuation page is a 2nd or other proceeding page, after the 1st page of the invoice or statement is generated, representing additional charge level details secured from the XML data exported out of SAP. These additional detail lines could require the invoice or statement set to include more than one page in the set. There is a reduced charge or rate for these additional or "continuation pages".

 Indexing, archiving, and retriving continuation pages is all possible through ADoCs
 

 A continuation page is a 2nd or other proceeding page, after the 1st page of the invoice or statement is generated, representing additional charge level details secured from the XML data exported out of SAP. These additional detail lines could require the invoice or statement set to include more than one page in the set. In this instance, these continuation pages are created in a PDF format and returned to the customer to be indexed, archived, and retrieved in their document management solution.

 Using XML data capabilities, ADoCs can produce both cover letters and inserts in an instant.
 

On occasion, the provider or company will need to communicate with the recipient of the invoice or statement using alternative means. Both a cover letter or insert can be created using actionable data from the XML data secured from SAP to map the same to a letter or insert resource that is stored in a resource library at Etactics. These covers or letters are most effective when they are delivered with the invoice or statement of record.

 There are many already included perks in standard 1 page set.
 

A standard 1 page invoice or statement set includes the following...

  • Page one of the re-engineered  invoice or statement printed in full variable color

  • A free custom backer representing static messaging on the back of the invoice or statement

  • A number 10 windowed envelope serving the outbound delivery of the document

  • A number 9 windowed envelope serving the recipient with the means to return the remittance stub of the invoice or statement in a timely manner

  • 1st Class USPS postage ensuring the invoice or statement is delivered to its desired destination or address of record

 It's important to determine when first class postage is taxable.
 

US postage stamps purchased from the US Postal Service are not subject to sales tax. However, when a retailer recoups its cost of US postage stamps from a customer, that amount is part of the "sales or selling price" and is subject to sales tax.

 If done correctly, First Class Postage may not be taxable.
 

The Postal Service sells stamps at face value to everyone. They have no control over the pricing policies of private entrepreneurs, companies or agencies who resell its products. A charge at a higher price is most likely imposed to earn a return on their investment of capital and effort. The prices they charge are, no doubt, established on the basis of their needs and market evaluations.

Customers may avoid paying more than the stated value for First-Class Mail postage by purchasing stamps at their Post Office, through Stamps By Mail, phone, online, Automated Postal Centers, retail outlets that are involved with our consignment programs or from an automated mailer like an Etactics thru its print and fulfillment capabilities.

 A standard 1 page set image retunred via PDF includes many things.
 

A standard 1 page invoice or statement set includes the following...

  • Page one of the re-engineered  invoice or statement printed in full variable color
  • A free custom backer representing static messaging on the back of the invoice or statement

In this instance, these statement sets are created in a PDF format and returned to the customer to be indexed, archived, and retrieved in their document management solution.

  • Letter Continuation Page Image Returned via PDF: On occasion, the provider or company will need to communicate with the recipient of the invoice or statement using alternative means. Both a cover letter or insert can be created using actionable data from the XML data secured from SAP to map the same to a letter or insert resource that is stored within a resource library at Etactics. These covers or letters are most effective when they are delivered with the invoice or statement of record. In this instance, these letters and their subsequent pages are created in a PDF format and returned to the customer to be indexed, archived, and retrieved in their document management solution
  • Letter Page Image Returned via PDF:  On occasion, the provider or company will need to communicate with the recipient of the invoice or statement using alternative means. Both a cover letter or insert can be created using actionable data from the XML data secured from SAP to map the same to a letter or insert resource that is stored within a resource library at Etactics. These covers or letters are most effective when they are delivered with the invoice or statement of record. In this instance, these letters are created in a PDF format and returned to the customer to be indexed, archived, and retrieved in their document management solution

 ADoCs offer more than five delivery alternatives in total.
 

Document composition is only one of the critical factors associated with Etactics unique ADoCS solution. Each SAP user serves it clients differently and Etactics recognizes the same. SAP users have access to variety of delivery platforms to present the customer of record with their invoice or statement. EDI, print/mail, ePre invoice or statement. EDI, print/mail, ePresentment, eDelivery, and facsimile are all delivery options that can be flagged as the delivery method of record at the account level ensuring each client can receive the transactional document in a timely manner and pay within terms.

 ADoCs offers many different types of delivery alternatives including; EDI, Print, Mail, ePresentment, eDelivery, and Facisimile.