Revolutionizing Food Industry Document Management with SysConnect at Superior Seafood
Superior Seafood, a Grand Rapids, Michigan-based company with over 50 years of experience, serves more than 2,000 retail and foodservice customers across the Midwest, processing 360,000–400,000 forms annually, including invoices and Proofs of Delivery (PODs). Manual document workflows, reliant on multi-part forms and dot matrix printers, were inefficient, error-prone, and costly, hindering operational efficiency. Through a partnership with FabSoft’s reseller, Applied Imaging, Superior Seafood implemented SysConnect and OnBase Document Management System (DMS), transforming its document management processes. This comprehensive guide explores how SysConnect streamlined invoice and POD workflows, reduced costs, and enhanced accuracy, positioning Superior Seafood as a leader in food industry efficiency.
Challenges of Manual Document Management
Superior Seafood’s manual document processes posed significant challenges. The company printed 360,000–400,000 invoices annually on three-part forms using slow dot matrix printers, requiring manual bursting, collating, and routing. Upon delivery, customers signed PODs, which were collected and manually matched to manifests, a process taking 5-10 minutes per document. For 1,000 documents daily, this consumed 5,000–10,000 minutes (83–167 hours), costing approximately $480,000–$960,000 annually at a $20 hourly rate. Credits and returns required additional manual entry into the AS400 system, printing, and filing, further increasing labor costs. All documents were stored in file cabinets, making retrieval time-consuming and error-prone, impacting customer service and operational efficiency.
Solutions Implemented by Superior Seafood
Superior Seafood adopted FabSoft’s SysConnect, integrated with OnBase DMS and high-speed copy machines, to eliminate manual workflows. SysConnect captured print streams from the AS400 system, created electronic files, and printed professional-looking invoices and PODs to copy machines, replacing multi-part forms and dot matrix printers. Each invoice and POD included unique barcodes, enabling automated archiving and retrieval in OnBase DMS.
Upon product delivery, signed PODs were scanned, populating keyword values (e.g., invoice number, customer ID) for archiving in OnBase DMS. These keywords enabled instant searches, streamlining retrieval. Credits and returns were entered into the ERP system, with SysConnect automatically printing and archiving them to OnBase DMS. A weekly exception report identified missing documents, ensuring accuracy. Supporting documents were cross-referenced or imported automatically, reducing manual effort and errors.
Benefits of SysConnect for Superior Seafood
The implementation of SysConnect and OnBase DMS delivered transformative benefits:
- Eliminated Multi-Part Forms: Replaced costly multi-part forms and dot matrix printers, saving time and material costs.
- High-Speed Printing: Produced professional-looking forms with copy machines, enhancing document quality.
- Automated Archiving: Barcoded documents were scanned and imported to OnBase DMS, ensuring seamless storage.
- Instant Access and Search: Keyword searches provided instant document retrieval, improving customer service.
- Storage Cost Savings: Electronic archiving eliminated file cabinet expenses, reducing storage costs.
- 100% Accuracy: Streamlined processes minimized errors, boosting productivity and cash flow.
Quantifying the Impact
The financial and operational impact was substantial. Manual processing of 1,000 documents daily at 5 minutes each consumed 5,000 minutes (83 hours), costing $480,000 annually at a $20 hourly rate. SysConnect reduced this to 250 minutes daily (4 hours), saving over $450,000 annually. Additional savings from eliminated multi-part forms, paper, and storage costs further enhanced ROI. The automated archiving and retrieval system improved customer response times, ensuring timely invoice processing and delivery confirmations, boosting cash flow and customer satisfaction.
Getting Started with Document Automation
Superior Seafood implemented SysConnect with a phased approach, starting with invoices and PODs. The solution integrated seamlessly with AS400 and OnBase DMS, requiring minimal setup. Staff were trained on the user-friendly interface, and performance metrics (e.g., processing time, error rates) were monitored to optimize workflows. This approach delivered immediate results, with plans to scale to other document types like credits or inventory reports, ensuring sustained efficiency gains.
Broader Implications for the Food Industry
Superior Seafood’s success highlights SysConnect’s potential for broader adoption in the food industry. By automating document workflows, companies can streamline supply chain operations, reduce costs, and enhance customer service. The solution’s scalability and integration capabilities make it ideal for high-volume operations, supporting growth in a competitive market.
Conclusion
FabSoft’s SysConnect and OnBase DMS transformed Superior Seafood’s document management, processing 360,000–400,000 forms annually with efficiency and accuracy. By eliminating manual processes, reducing costs, and enhancing accessibility, this solution empowered Superior Seafood to thrive in 2025’s food industry.