A lot of aspects are critically important to maintain for the successful running of business operations. Among them, tracking and managing the expiry dates of important documents is crucial for meeting compliance and avoiding operational disruptions.
However, doing this manually becomes increasingly challenging in a growing business environment. You may miss deadlines and become prone to errors, which can result in hefty fines and legal complications.
You might find yourself thinking how much easier it would be if there were document expiry automation built into your ERP system.
When users are alerted in advance, you can avoid the consequences before they become serious. If that’s what you’ve been thinking, don’t worry, LITS Document Expiry Automation is the solution you need.
What is LITS Document Expiry Automation?
LITS Document Expiry Automation is designed to help organizations monitor and manage the expiry dates of inventory items, contracts, licenses, and other time-sensitive information within the ERP system.
Managing deadlines manually is time-consuming and is prone to errors which could result in missed renewals, hefty fines, and other legal complications. This Business Central document expiry solution simplifies document lifecycle management.
The solution integrates smart features that provides proactive alerts about document expiry dates which enables users to take timely actions, ensure compliance, and reduce risks.
Dynamics 365 Document Tracking enables organizations to track expiration dates in advance across multiple records in Business Central.
Use cases of LITS Expiry Notification System
In supply chain and inventory management, extending the capability for expiry alerts in Business Central offers a significant advantage. It helps your business stay compliant, prevents disruptions caused by expired documents, maintains trust with vendors, and avoids unnecessary expenses from missed deadlines.
The solution proves valuable across various use cases within an organization, as it automates expiry monitoring and issues timely alerts to renew documents and minimize risks.
Let us explore important real-world use cases of Business Central document expiry solution and how it helps businesses operate more efficiently.
Inventory Item Expiry Tracking
Tracking and managing expiry dates of inventory is important, particularly for industries dealing with perishable goods with limited shelf life. The list includes the pharmaceutical, food and beverage, cosmetics, healthcare, and other industries.
Here is how the LITS expiry notification system helps:
- Tracks expiry dates at the batch or item level, records expiry information, monitors shelf life, and automatically links the information with storage locations.
- The solution sends expiry alerts in Business Central before the inventory expiry date. Notifications can be configured to activate alerts at custom intervals.
- Reduces waste, helps organizations stay compliant, and supports better inventory decision-making.
Contract Expiry and Renewal Monitoring
Contract expiry and monitoring is crucial for industries that manage complex agreements and need to meet regulatory requirements. Contracts form the foundation of relationships with suppliers, customers, service providers, and partners. The validity period of these contracts must remain active, and before becoming inactive, they should be renewed or renegotiated.
LITS Document Expiry Automation helps:
- Monitors contract validity for all types of agreements, such as sales, procurement, leasing, and more.
- Sends timely notifications to responsible stakeholders for contract review and renewal. Users receive automatic alerts in advance of the expiry date.
- Enables proactive contract lifecycle management, helping organizations strengthen business relationships with vendors, clients, and partners.
Employee Certification and License Tracking
In industries such as healthcare, construction, finance, and manufacturing, maintaining valid employee documents is essential. These may include medical licenses, safety training certificates, driving licenses, operator permits, and technical skill certifications.
LITS Dynamics 365 document tracking helps:
- Track individual certifications and renewal timelines, linking the data directly to employee records in Business Central.
- Automate alerts to HR teams in advance of certification expiry dates, with notifications visible within Business Central.
- Ensure compliance with labor laws, health and safety regulations, and relevant industry standards.
Vendor Compliance Documentation
Vendors are an integral part of business operations. They supply raw materials and deliver essential services that support the smooth running of various processes. It is important to maintain validated documents such as business licenses, insurance certificates, industry-specific certifications, and tax clearance certificates.
Here’s how the LITS solution helps:
- Automates tracking of submitted documents within Business Central
- Ensures relevant teams receive automated alerts in advance of document expiration
- Keeps vendor compliance in check by ensuring only vendors with valid and up-to-date documents remain active in your operations
LITS Document Expiry Automation eliminates compliance risks by sending automatic alerts before documents expire, reducing the need for manual tracking, and ensuring timely renewals. When integrated with Business Central, this solution helps you optimize resource management, manage expiry dates, avoid disruptions, and maintain compliance with regulatory requirements.
LITS SERVICES, a reliable Microsoft Partner and the developer of document expiry automation, provides expert consultation on integrating the LITS Document Expiry Automation based on your business needs.
To learn more about this Document Expiry Automation tool and how it helps improve operational processes, get in touch with us today.
FAQs:
What is LITS Document Expiry Automation?
LITS Document Expiry Automation is the extension for Business Central that helps organizations track and manage the expiry dates of documents like inventory items, contracts, licenses, and warranties. Its automatic alerts before document expiry date to ensure timely action and reduce risk of non-compliance.
What types of documents can be tracked?
The tool tracks expiry dates for various documents such as inventory items, contracts, product warranties, policies and procedures, business operation licenses, employee contracts, insurance policies, tax registrations, and more
Can alerts and rules be customized?
Yes. You can customize how and when alerts are sent. You can also choose who receives alerts, how often, and even trigger automatic actions like renewal requests through workflows.