For  Invoices

DocXP™ for Invoices is based on the DocXP™ platform. It is equipped with specialized business workflow and logic created as a result of interaction with many AP and AR departments in a wide range of business sectors. The differences in business processes between organizations necessitate selection of a common kernel that is needed in almost all the cases leaving the deviations from this kernel to the customizable COM layer of DocXP. The core DocXP™ system and its modules can be found in the product section.

DocXP invoice processing is designed to:

• Remove paper from circulation
• Dramatically reduce data capture costs by increasing accuracy and speed of data capture
• Reduce costs of A/R
• Provide an expandable system equally efficient in centralized and distributed processing
• Improve business rapport with vendors, suppliers
• Revitalize accounts receivable service by providing immediate electronic access to payment data and images
• Reduce or eliminate costs of handling copy invoices
• Smoothly interface with a downstream accounting systems
• Improve financial oversight

Specialized functionality in DocXP™ for processing Invoices  

• Automatic identification of vendor invoices

The information about the layout of invoice to be processed greatly mitigates the difficulties of the data extraction process, particularly when the line item data is to be captured.  The system first attempts to automatically identify the image of invoice by comparing it with pre-stored images of invoices from different vendors. Only if this step is unsuccessful the system will process invoice as coming from an unknown vendor.

• Rapid definition of information to be extracted.

When a first new supplier invoice is presented to the system, the operator graphically selects the data to be captured, such as invoice number, date, total etc. and the system automatically records the mutual relations between different data elements and uses them from that point on - with superior accuracy - for any subsequent invoices from that vendor. Since this process is done only once for each new supplier the price paid for the gains in speed and accuracy is minimal.

• General Ledger Coding

The product offers multiple methods and stages of processing for GL coding. This can be done at the point of capturing the primary fields i.e. invoice number, invoice date, amount etc. If a purchase order data is available, a lookup via our com interface can be done to match the purchase order data. A convenient graphical interface facilitates the population of the GL coding data that can be exported into the downstream AP system.  Browser based distributed GL Coding and invoice approval is also available.

• Browser based distributed GL Coding and invoice approval.

For those invoices that have to be approved and potentially GL coded by the users located away from the processing site, a web based application allows such users to securely log in and perform all the desired actions including seeing the images of invoices and other documents, approving invoices, coding them, suspending them, etc. The system automatically calculates the sum of the GL code amounts and checks it against the full invoice amount with convenient exception handling.

The system operates with different levels of permissions so that the authorized persons can complete any actions they deem necessary straight via browser interface. E-mail notifications and various different alerts are also available and can be set via system administration interface.

• Specific outputs

DocXP™ can output the data in any desired format. Standard outputs include XML, comma delimited file, a database format, etc. The COM interface is available to create any desired output formats, with or without images. The most popular AP systems like JD Edwards, Great Plains, Sage and others are covered also via an API, XML, EDI file or directly via ODBC.

Features:

• Complete invoice processing solution: from scanning to ERP
• Advanced Browser based invoice approval system
• Open client-server architecture
• Line item data capture for purchase orders
• The system that can automatically learn from already processed invoices by building its library of information
• Fully scalable remote and on-site paper invoice scanning
• Fax image processing
• Electronic input file importing: PDF, Excel, XML.
• Powerful image enhancement
• Customizable to accommodate specific requirements
• Support of Color, Gray or Black and White images
• Configurable views, e.g. thumbnails, multiple page viewing etc.
• Clean and simple scanning interface that allows the operators to keep up with very high speed (3500 pages an hour) and low speed scanners in the same environment
• Web service and associated clients for moving images from one site to another with or without a scheduler
• Fully automated supplier identification
• Dynamic “on the fly” addition of new vendors and documents
• Ready to handle unseen images on first presentation
• Requires no human intervention and no human definition of features to be used for identification
• Written in .NET and designed as a service API it automatically balances computational loads in a multi-server environment
• Easily customizable for integration and posting with any A/P or ERP system from most popular to less popular
• Internally supported security and permission levels for management of sensitive information
• Superior data formatting capabilities, audit trail, compliant with Sarbanes-Oxley
• Administration module provides all the necessary communication and control functions
• Status viewer for monitoring the status of job trays, operators and documents
• Module for generating reports
• Ability to print or e-mail from the explorer interface or import directly to the explorer interface
• Disaster Recovery system

We are happy to answer any questions about the invoice processing solution if you contact us.