For over three decades, BMA International FZE has been dedicated to creating memorable shopping experiences for their customers. Their notable assets include the popular value fashion brands RedTag and Twenty4. BMA continues to expand today, with a growing portfolio of fashion retail and supermarkets, and a new central distribution center, making the company a dynamic driving force in the industry. BMA encompasses 7,000 employees at 250 retail outlets serving over 26 million customers every year. Annually, they transport more than 12,000 shipping containers of retail goods. BMA International had developed a large supply of physical documents, especially VAT files. They needed to find an ECM solution that could help with their batch processing and retrieval needs.
All businesses operating or headquartered in the United Arab Emirates need to record their financial transactions. They must ensure that their financial records are accurate and up-to-date. It is mandatory to keep electronic versions of these files for over five years. Many of BMA’s documents comprised physical paperwork stored in boxes, entered into digital processes manually by individual employees. These files were necessary for routine auditing, VAT filing, and internal use in distribution processes. BMA was processing hundreds of documents every day, with hundreds of thousands already in storage. These documents needed to be sorted for easy lookups and retrieval. BMA sought to implement software in their Accounts department, where document processing overhaul was needed the most.
BMA International began searching for an Enterprise Content Management solution that could meet their needs. Computhink’s local partner, Cube Innovators Technologies LLC, conducted a detailed system study and gathered business requirements. After evaluating a number of competitors, BMA chose Computhink’s Contentverse ECM for the following reasons:
- Bulk uploading and batch processing
- EasyIndex document sorting
- Supports 400+ file formats
- Microsoft Office integration
- Simple and advanced search options
- Audit trail and file tracking
- Records Retention policy
- Integration with Oracle E-Business Suite ERP
- Online client for search and retrieval
Cube Innovators’ expertise and experience in business solutions and the retail industry helped to complete a successful implementation of the Contentverse system. Contentverse was integrated with BMA’s Oracle ERP, facilitating use of the Oracle database.
Benefiting from Contentverse
With batch processing and bulk uploading, BMA International was able to upload 104,258 documents into the system from their physical storage spaces. These include major document types, such as remittance advice, invoice voucher, journal voucher, bank advice, costing invoice, and AR invoice. BMA continues to process five hundred to seven hundred documents into the system every day, each with at least five supporting pages.
These documents are processed using EasyIndex, which populates metadata and sorts them to their proper folder or workflow. Because of the indexing, BMA International staff members can now retrieve files quickly and easily. Whether for auditing purposes or for day-today use, it is easier than ever to batch process documents and find them again same-day or much later in the file’s life. The entire accounts team can now retrieve the documents based on their security privileges. Files remain safe and secure yet also accessibly to the right staff members.
Because of the successful Oracle ERP integration, and with the usability from the MS Office integration, BMA International has no trouble managing their abundant database of diverse document types. Documents can be retrieved remotely from other regions in which BMA and each of its brands operate. Making use of Contentverse’s intelligent workflow and mission critical applications, this streamlined process avoids dependency on assets filing physically. Cutting out the manual data entry saves cost and time. With Contentverse not just meeting needs but exceeding expectations, BMA International, RedTag, and Twenty4 have been able to maximize efficiency for their accounts team’s stored files as well as those input every day from all over the world.