Automating Email Delivery of PO’s from SunGuard ONE Solution

The Problem

Edmond, Oklahoma, consistently ranked as a “Best Place to Live,” sought to streamline its procurement processes. Despite utilizing SunGard’s ONESolution, Brenda Mayer, the Purchasing Manager, was grappling with manual document handling, resulting in inefficiencies, lost orders, and a surge in paperwork during fiscal year transitions.

The Solution

Facing an impending flood of purchase orders for the new fiscal year, Mayer turned to STR Software for a solution. She discovered AventX for ONESolution, a comprehensive document delivery system that integrates with ONESolution. The city adopted AventX, streamlining the delivery of purchase orders via email. With seamless integration, users create purchase orders in ONESolution as before, but AventX sends the orders as uniquely named PDF-based attachments via email. Vendors receive the emailed purchase orders directly, eliminating the need for printing and manual faxing.

Key Benefits

• Tight integration with IFAS for hassle-free adoption.
• Rapid email delivery, reducing turnaround time from days to minutes.
• Substantial time savings of 8 hours per week.
• Enhanced reliability and a complete audit trail for tracking orders.

Impact

Mayer’s endorsement of AventX highlights the newfound efficiency in purchase order processing. The city benefits from faster delivery, improved reliability, and substantial time savings. She states, “I would definitely buy AventX again. The process of delivering our purchase orders to our buyers is much easier and more reliable. AventX delivers the purchase orders fast by email, cutting the delivery time to minutes as compared to one or two days. Our users love it, and so do I.”