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Wharncliffe Business Systems use Draycir API to add document capture functionality to Realitex200

Wharncliffe Business Systems has been in business for over 35 years providing specialist IT support and expertise to companies, both locally in South Yorkshire and throughout the UK. As a family-run business, one of the founding partners and current Managing Director, Alan Exley leads a team of over 30 staff, which includes his brothers Malcolm and Adrian and many other long-standing members of staff.

As well as serving a wide range of industries and businesses looking for CRM, ERP and financial solutions, Wharncliffe has become one of the leading ERP providers to the home interiors market with its proprietary product – Realitex200. 

Realitex200 provides a specialised system for fast-moving fabrics, soft furnishings, carpets and floorcoverings businesses to deliver the highly specific functionality of roll and cut-length sales order processing, stock control, supply chain management, warehouse and distribution management. Realitex200 seamlessly integrates with Sage 200 Financials which offers Sales Ledger, Purchase Ledger, Cash Book and General Nominal Ledger functions.

Wharncliffe have been a Draycir partner since 2005, offering Draycir’s award-winning software Spindle Document Distribution (formerly known as Spindle Professional)  that delivers batches of documents, such as invoices, statements, remittance advices and many more by email, to print, by fax and to archive; Spindle Document Capture, a document scanning and electronic archiving solution that allows instant access to documents within Sage 200; and Credit Hound, an advanced credit control solution to help businesses chase late payment, send automated reminder letters and gain an better overview of their credit management.

The Challenge

When Draycir released an API for Spindle Document Capture, this presented an opportunity for Wharncliffe to work with Draycir to introduce document management capability within Realitex when it was redeveloped for Sage 200.

Wharncliffe director, Adrian Exley said: “We had many existing Sage 200 clients already using Draycir products, so it was an easy decision to integrate with their document capture API when we launched Realitex200.  Spindle Document Capture is streamlined to work with Sage 200, we have a good working relationship with Draycir and we knew the product was a good fit for our client base.”

The Solution

The new and improved document capture functionality in Realitex200 has enabled customers to replace costly and time-consuming scanning and printing processes with standard multi-function scanner/printers. They are also no longer limited to the number of documents that can be archived.

In addition, the integration with Spindle Professional now allows them to speed up many of their processes.  All outgoing documents produced can be automatically emailed whilst being electronically archived at the same time and these archived documents can be viewed directly in Realitex200 against the transaction or order.

For incoming paper-based documents, Spindle Document Capture allows barcodes to be generated and placed on these incoming documents, this could include supplier invoices and signed proof of delivery notes. The benefit of working in this way is that documents be scanned in and will then automatically link to the relevant transaction or order.

Realitex200 developer at Wharncliffe, Paul Cooper explains how Spindle Document Capture adds functionality to Realitex200. “All the order enquiry screens in Realitex200 now provide the ability to capture and archive documents. Spindle Document Capture works as seamlessly in Realitex200 as it does in Sage 200 Financials.”

Documents can be instantly retrieved from within Sales Order Processing and Purchase Order Processing in Realitex200 as well as in Sage 200 Financials. Queries can be dealt with much more quickly, as within the enquiry screen all documents related to an order such as the order acknowledgement, delivery note and invoice are archived together and can be quickly retrieved.

The Results

With the continued development of Realitex200, Wharncliffe has seen a surge of new business coming in. By keeping up with new technology and their focus on developing customer requested features, Wharncliffe have kept ahead of any competition in their specialist market sector.

Whilst other solutions were available and Wharncliffe had the in-house resource to develop their own document capture solution, making use of the Spindle Document Capture API was considered the best option. Their strong relationship with Draycir meant they trusted the products and had the confidence that it fit well with their customers’ needs. Paul Cooper, developer at Wharncliffe, found it very straight forward to implement the Spindle Document Capture API and had the new document capture system quickly up and running.

Many Realitex200 sites are now using the document capture functionality and are enjoying the business benefits it has brought. The feedback from customers is that it is has saved a vast amount of working hours from staff having to locate documents in a traditional filing cabinet system.

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