While going paperless provides a number of advantages for your construction business, we understand that selecting a paperless solution isn't always an easy decision. You most likely have a lot of questions about the different solutions available and which one is the best fit for your business. Below you will find answers the most common questions we hear when helping business owners decide whether Sage Paperless Construction is the right solution for them. If you have a question that isn't answered below, please leave a comment or contact us.
Frequently Asked Questions About Sage Paperless Construction
Q. What is Sage Paperless Construction? A. Sage Paperless Construction (SPC) is a content management and workflow automation solution that integrates with Sage 100 Contractor and Sage 300 Construction and Real Estate. The solution centralizes and electronically stores your vital business and project-related information in one secure location for fast, easy, multi-user access and distribution.
Q. Is it an on premise solution or a subscription-based model? A. Sage Paperless Construction is an on premise solution.
Q. Does Sage have other document management solutions for construction? A. Yes, we actually have several other solutions that help you solve your document management needs, including: Sage 300 Construction Document Management, Sage 100 Contractor Doc Control, as well as other third-party products. Additionally, Sage Construction Anywhere offers cloud-based access to project files. Depending on your needs, you have a choice to help you create a paperless office.
Q. How does SPC differ from Sage 300 Construction Document Management? A. Sage Paperless Construction offers a more deeply integrated method for handling the invoice approval process. For example, once an invoice is approved (a simple checkbox), the circular routing sends it back to the AP processor which in turns releases the document to accounting.
Q. How does SPC differ from Sage 100 Contractor Doc Control? A. Sage 100 Contractor Doc Control allows you to create attachments to records and track project documents, such as, RFI’s and transmittals. Unlike Doc Control, SPC provides a complete document management system with automated routing and an invoice approval processes.
Q. How do documents get added to the system? A. In addition to scanning paper documents, you can also drag and drop items from your desktop directly into SPC.
Q. Can I set up multiple vaults for our different company locations and/or departments? A. Yes, you can but many contractors like you have found SPC to be very flexible in setting user access to the level you need it.
Q. How sophisticated are the routing and approval capabilities? A. The system is extremely intuitive and easy to use but also has powerful built-in routing and invoice approval capabilities. You can automate scanning documents, sorting and distributing them, routing them to specified individuals or groups, tracking approvals or rejections and (in the case of an invoice) final payment in Sage 100 Contractor or Sage 300 Construction and Real Estate.
Q. If pre-defined routing/approval rules are set up, how difficult is it to make changes on-the-fly?
A. The process is as simple and very similar to adding or deleting an individual from an email if you have administrator rights.
Q. Once a document has been approved by a particular reviewer and forwarded on to the next reviewer, is there any way to go back and “unapprove” the document? A. Yes, you can pull back a document after being approved, if the document has not been released to accounting.
Q. Is there an audit trail that documents all the processes/stages a file has gone through? A. Yes, The system has a complete audit trail to show you who has done what to which documents. This information can be accessed from within the system or detailed in reports out of the system. Q. What if I have a document that I want to store and route that has nothing to do with Accounts Payable? A. The SPC Quick Route process enables you to store and route “everyday” documents (contracts or invoices to people outside of Accounts Payable). The process is very similar to the AP routing system including customizing distribution lists and sequence of approvals.
Q. How does our CEO get access to the all the details he’s used to seeing before signing a check? We currently attach everything he needs to the back of the check. A. There’s a paperless check review process within the system. He/she can electronically walk through all the invoices, delivery tickets, and approvals related to the invoice before signing a check.
Q. Is there a way to burn files onto a CD or share with another person that doesn’t have access to Sage Paperless Construction? A. Yes, you can copy files to a CD or to your laptop for zipping and emailing to others. It also includes a built-in player for viewing, annotating or printing the files.
Q. I’m a TimberScan/Construction Imaging customer, can I migrate my data to SPC? A. Yes, there is a utility available that can be used to map data from these solutions to SPC, with the help of a consultant.
Q. Is there a limit to how much we can store in SPC?
A. No, there is no limit to the number of documents you can store in SPC. The only factors that would limit how much you could store would be the disk space on your server. 100GB will store approximately 1 million pages. Another possible limiting factor would be if the customer is using the free SQL Express database which has a 10GB file size limit.
Q. We have thousands of documents. How easy is it to find a document in SPC? A. You can easily conduct a search using multiple parameters (e.g. search for all subcontracts, invoices within a range, all documents for job number xyz) as well as setup a folder directory tree which provides a familiar folder view to make it easier to find documents.
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