DMS use cases in retail

From a neighborhood flower shop to a multi‑store fashion chain—retail works with piles of paper every day: delivery notes, end‑of‑day cash reports, warranty and return receipts, product data sheets. A modern document management system (DMS) brings order to the jungle while saving time, space, and money.

Digital supplier invoices and goods receipts

Challenge
Dozens of packages arrive from wholesalers every week. Each delivery comes with delivery notes, incoming invoices, and possibly customs documents—all of which must be booked, filed, and archived for ten years under Swiss OR 958f.

DMS solution

  • Emails with PDF invoices land automatically in the DMS.
  • Capture supplier, invoice number, VAT rate, and amount in seconds.

Benefits

  • On‑time payments secure early‑payment discounts

Cash receipts and daily Z‑reports

Challenge
Since 2024, Swiss cash registers must store Z‑reports in an audit‑proof manner. Paper rolls fade—during a tax or VAT audit there must be no gaps.

DMS solution

  • The register exports the daily Z‑report as XML/PDF directly into the DMS.

Benefits

  • Audit readiness at the push of a button
  • No yellowing or fading of thermal receipt paper

Product data and labeling documents

Challenge
Food and electrical items require safety, allergen, or CE certificates. These documents must be accessible at any time—especially for BLV or ESTI inspections.

DMS solution

  • Product data sheets are imported as templates and linked to GTIN/EAN.
  • With a barcode scan in the store, the DMS opens the correct document immediately.
  • Supplier updates overwrite old versions but keep the history.

Benefits

  • Legal and safety compliance without paper binders
  • Fast access at the shelf for sales staff
  • Clear traceability in recalls

Working time and HR documents

Challenge
Shift schedules vary weekly, temporary staff join at short notice. Timesheets, contracts, and labor‑law requirements must be documented clearly.

DMS solution

  • Contracts, training certificates, and pay slips are stored centrally.

Benefits

  • Key documents are available quickly
  • Space and paper saved in HR

Returns and complaints management

Challenge
Online and offline returns require forms, photos, and email correspondence. Without a system, chaos and duplicate work are likely.

DMS solution

  • A status column (open / reviewed / refunded / closed) makes progress visible to everyone.

Benefits

  • Shorter processing times
  • Fewer back‑and‑forths between warehouse and customer service
  • Higher customer satisfaction

Cross‑store document hub

Challenge
Multiple locations cause duplicate filing, version chaos, and data silos.

DMS solution

  • Shared workspaces for contracts, policies, and marketing templates.
  • Each store has its own workspaces—while a permission model still grants access where needed.
  • Upload once, available everywhere.

Benefits

  • No email ping‑pong for document updates
  • Full control over access rights

Conclusion

Whether boutique, electronics store, or organic grocer: A document management system makes life in retail easier. It digitizes your paperwork, automates processes, and respects statutory deadlines—so you can focus on what really matters: satisfied customers and solid daily takings.