Although documents in AP had been electronically retained for backup purposes in the old system, Cracker Barrel sought to provide better access to the documents with a solution that also accommodated the variety of input methods that AP processes demand. With OnBase, Cracker Barrel can accommodate many AP document delivery methods—including paper documents that need to be scanned or documents that are delivered electronically in EDI and COLD data streams— without sacrificing its own efficiencies.
Because Cracker Barrel recognized that its employees could work much more efficiently with instant access to supporting documents when working in the ERP system, OnBase, documents can be opened right from Infinium ERP green screens as well as from Cracker Barrel’s fixed asset control system.
For document import, a front end was configured by LBMC that emulated the feel of the old document management screen, easing user adoption. To further harness and control the onslaught of paperwork that accompanies business processes requiring collaboration of multiple parties, Cracker Barrel inserted OnBase Workflow.
Although many business processes typically start with a piece of paper, once imported into an ECM system, processes can become electronic workflows equipped with innumerable methods of automated process handling, collaboration, communication and notification.
Employees scan and index payable invoices to OnBase, and the OnBase workflow designed by LBMC works in the background to send keyword data to Infinium AP payables.
Once imported, the paper is no longer needed and can be physically archived or discarded as required.
For the AP department that processes 60,000 documents per month, removing paper from these processes and replacing it with visible, auditable and Web-accessible workflows was a logical answer to process efficiency questions.
“Going paperless with OnBase brings efficiencies and control to business process workflows that usually start with a piece of paper,” states Thompson.