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onRoad Paperless Eng

Date post: 07-May-2015
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.onRoad Paperless is the solution for computerized management of fiscal sales allowing immediate document digitalization, including the addressee’s signature and its sending in a secure way to the Company’s document management system to file the document
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Innovative Solutions
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Page 1: onRoad Paperless Eng

Innovative Solutions

Page 2: onRoad Paperless Eng

Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless

Aton Paperless is the set of solutions designed to eliminate

or reduce the use of paper in mobile processes

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless

A Use Case

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Use Case

Route Accounting Sales

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Use Case

In a typical Route Accounting process the salesman• delivers goods to Customers• records delivered goods via his mobile device • prints a document (e.g. delivery note), usually

in 3 copies, asks Customer to sign them and then gives him a copy

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Use Case

At the end of the day the salesman:• goes back to HQ’s to reload his vehicle• hands in copies of released documents for

storage in HQ’s• These copies signed by who receives goods

might be useful, for example, in case of future complaints

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Without Aton Paperless

What does this approach mean?

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Without Aton Paperless

Accumulation of thousands of paper documents

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Without Aton Paperless

Employment of dedicated personnel to manage these documents

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Without Aton Paperless

Slow document search

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Without Aton Paperless

Slow Document Search

• In case of Customers’ claims on delivered goods, many Companies prefer to pay the customer the product cost rather than waste resources looking for a document hard-copy signed by the addressee and confirming delivery of goods

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Without Aton Paperless

Costs of document conservation (spaces, cupboards, air conditioning) and security (access control, etc)

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless

Aton Paperless

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless - Focus

At which points of the process described can Aton Paperless Solution be inserted?

• Towards the Customer, precisely when a document is produced to certify delivery

• When managing document copies in use by Head Office

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Before printing delivery note (if necessary), Customers sign directly on device screen

Aton Paperless - Focus

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Just one hard-copy is printed for each document, if requested* by the Customer

Customer’s copy Salesman’s copy Head Office’s copy

*Whenever the customer adheres to electronic document notification (web, email…), the system can become 100% paperless

Aton Paperless - Focus

Page 17: onRoad Paperless Eng

Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless - Focus

Electronic document dispatching to Aton Paperless document filing system

through secure channels

DOCUMENT FILINGDOCUMENT DISPATCHING

IN COMPLIANCE WITH DOCUMENT FILING STANDARDS*

*powered by:

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless - Focus

Immediate access to electronicdocument by authorized users

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Advantages of Aton Paperless

Advantages of Aton Paperless:• Less time spent in document production

before the Customer (various printouts and signatures become unnecessary)

• Document scanning is no longer needed: the signed document is digitally produced to be later sent to document filing system

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Advantages of Aton Paperless

Advantages of Aton Paperless• Practically nonexistent document search times, not

random ones as in the case of hard-copies• Possibility of sharing documents with all authorized

users, anywhere• Saving on space that should otherwise be used to file

bundle binders• Long document lifetime: the document does not fade

and is always ready for consultation throughout time• Security: it is not necessary to control files and

cupboards to prevent unauthorized access

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Copyright © 2010 Aton S.p.A. All Rights Reserved

ROI Immediate Return on Investment

Advantages of Aton Paperless

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless

Environmentally FriendlyMore trees and less energy used up to heat environments full of paper…

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless

Technical View

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless - Tech View

Solution Components• Mobile Application enabled for “Aton

Paperless” function (e.g. .onRoad) • Aton Paperless Web Service: web service

receiving documents and metadata from the mobile application, integrated with the document system

• Document Management Systems and possible substitutive filing*

*see Appendix

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless Solution’s Architecture & Flows

DOCUMENT FILING

ERP

PAPERLESS WEB SERVICEHTTPS SAFE

CONNECTIONHTTPS SAFE CONNECTION

Users access digital documents by means of the Document

Management System chosen

100001001

DOCUMENT+ SEARCH METADATA

ONROAD DATA

SIGNED DOC DATA

Aton Paperless - Tech View

Mobile application data flows (e.g. .onRoad) are independent from Paperless Document Management

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless Webservice• can either be provided “as a web service” or installed at the Customer’s

• This application manages documents from all Paperless PDA’s and sends them to the Document Management System

PAPERLESS WEB SERVICE

Aton Paperless - Tech View

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless

Possible options for Document Management System:

• Arket (installed at the Customer’s)*• E-Masterit (Software As A Service)*• Other systems**

DOCUMENT FILING

* in-roadmap integration already contemplated**planned integration project with Document Management System chosen

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless

Beyond .onRoad:PAPERLESS MOBILE MODULE

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless Mobile Module

What is the Paperless Mobile Module? • It is an independent software component

which can be used in combination with other applications (Aton or Third Parties’) in order to enable them to access Aton Paperless functionality

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Paperless Mobile Module

• is independent from .onRoad

• can be recalled* from Aton or Third Parties’ applications

• sends data to Aton’s Paperless server

PAPERLESS MODULE

Paperless Mobile Module

* The application will have to be modified in order to send the necessary parameters to the Module

NOTE: Paperless Mobile Module will soon be available

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless - Focus on Regulations

Appendix(Substitutive Conservation)

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless - Focus on Regulations

Both European Union & Italian Laws nowadays allow to certificate part of their archives (invoices, VAT Records, General Journal…) in “Substitutive Conservation”, confering them total validity in terms of fiscal purposes and before the State:• costs are lower than paper’s (management & fiscal stamps)• no need to keep original documents• original documents may not have ever existed on paper

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Copyright © 2010 Aton S.p.A. All Rights Reserved

Aton Paperless - Focus on Regulations

• Substitutive Conservation is a process applicable to a part of the electronic files

• It consolidates a set of documents introduced in a container locked by a Cryptographic Key, a Temporary Mark and a Qualified Electronic Signature from the Company’s Conservation Manager


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