INVOICES 5-5

INVOICES 5-5 Overview Contents A brief view of the complete ReadSoft DOCUMENTS for Invoices business solution - Get the capabilities for fast and accurate financial information - Invoice flow from capture to post Swift and accurate information extraction. Here is how it works. Pre-configured parameters for extracting and validating information Getting the document into the right process and to the right persons Providing correct information for your financial system Powerful integration to complete your invoice process Preparing INVOICES 5-5 INVOICES will handle all input formats INVOICES will handle all input media Invoice profiles Country profiles Customized invoice profiles It is easy to set up an invoice profile Automated invoice separation Automated invoice sorting Master data import Verify inbox User roles Information export Customized integration Archiving Running INVOICES 5-5 Efficient scanner control Separation withour separator sheets Sorting Information extraction Simple, user-friendly verification Full line items control Multiple VAT rates Bank account information Further improving interpret accuracy INVOICES is secure, reliable and safe Sarbanes-Oxley compliance Service recovery Maintenance plans ReadSoft DOCUMENTS We automate your documents. You boost your business efficiency.  3 3 4 6 6 6 6 7 8 8 8 9 10 10 10 10 11 11 13 13 14 15 15 16 16 16 17 17 17 19 19 19 19 0 20 21 21  ReadSoft DOCUMENTS | INVOICES 5-5 Overview A brief view of the complete ReadSoft DOCUMENTS for Invoices business solution: Get the capabilities for fast and accurate financial information INVOICES 5-5 is the number one tool for acquiring correct and complete information from supplier invoices, regardless of format or input media, and a major cornerstone of ReadSoft DOCUMENTS for Invoices. INVOICES 5-5 supports the Sarbanes-Oxley Act, providing the security and flexibility that can be expected from a mission critical process. The full range of possibilities within the ReadSoft Invoices business solution. Automation Area Capabilities CAPTURE Electronic documents Email XML Web PDF Document images Scanned paper Remote scanning Fax Imported image files Image enhancement Color handling UNDERSTAND Document separation Document sorting Complete information extraction Machine print Handwriting Barcodes All document layout types Structured Semi-structured Unstructured Automated validation MANAGE Verification Local Remote Approval workflow Process monitoring Production audit trail Short term archiving INTEGRATE File transfer Database interaction XML output ERP system integration SAP™ Oracle eBusiness Suite Major financial systems … INTERCHANGE Email receiver Decryption Digital signature handling Automatic receipts ReadSoft Invoices business solution capabilities ReadSoft INVOICES 5-5 capabilities On the input side, you have the choice of all the Capture Automation Area capabilities for catching invoice information. During the process, our software platform provides optional access to a number of interaction and integration possibilities with your financial or ERP system, e. g. for buyer and supplier data, line items matching, and/or preliminary and final posting. ReadSoft DOCUMENTS | INVOICES 5-5 Overview Your output can be configured to match any approval workflow you already employ or plan to implement, your financial system, or any other target system. The process will automatically supply invoice images for your archiving system, and of course you have the choice between early archiving or archiving after verification. For detailed information about related capabilities, please see the relevant product Overview. ReadSoft, together with our many highly competent partners, ensure freedom of choice regarding your complete solution. 3 A brief view of the complete ReadSoft DOCUMENTS for Invoices business solution: Invoice flow from capture to post Capture Regardless of input media and format, all captured invoices are streamlined into a unified, highly automated process. Email Attachments are automatically extracted, and all desired email information (e.g. header info, sender, addressee, body text) is attached. Physical mail Paper invoices are scanned. If your scanner is equipped with an endorser, you can control the content and position of the string to be printed on the scanned invoices. XML file transfer XML documents, e.g. from invoicing software, EDI systems or web invoice pages autogenerated by ReadSoft DOCUMENTS for Invoices, are imported and easy-to-read document images are created. Fax Faxes are routed from your fax management software and captured as document images. Separation, identification and sorting Invoices are automatically separated and sorted according to country of origin, buyer, and invoice type. Invoices from known suppliers are instantly identified. New suppliers can be identified using Master data from the financial system. During the process these invoices will be auto-learned and thus recognized the next time. Early archiving Financial system Master data 4 ReadSoft DOCUMENTS | INVOICES 5-5 Overview ERP/financial system database interaction Automatic validation Extracted information can be checked in various ways, for example by performing calculations, by comparing it with internal tables, and by checking in external databases such as “your reference”. If everything is OK, the invoice may bypass the Verification stage. ERP/financial system validation In an integrated installation the information can be matched with the combined information from several financial system ledgers. If everything is correct and the invoice corresponds to an approved purchase order, it can be automatically posted. Archiving You have a choice of archiving directly on arrival or after verification. Information extraction You can either run information extraction in the background as a Windows Service or operator initiated. Either way the text on the invoice is interpreted and analyzed according to flexible rules that can be overruled for specific suppliers. Thus, all relevant information is extracted according to the rules set up for the supplier and invoice type. Line items Line items are detected and tabulated for easy verification, coding and approval. Multiple VAT rates INVOICES captures multiple VAT rates and the resulting VAT amounts. Business logic automatically checks and validates the VAT rates to ensure that the information is correct. Supplier fields Standard supplier information can be fetched from INVOICES’ knowledge base rather than extracted from the invoice. Thus the information is always correct and it is simple to add information not present on the invoice. Verification Manual verification is required e.g. when a mismatch is detected or when additional information needs to be added. It may also be applied when there is no basis for automatic validation, or simply as an extra security measure. Line items that haven’t been correctly captured are re-defined and learned impressively fast. Every item that has been changed by the operator is immediately and automatically re-validated. Approval and posting Automated through ERP/ financial system integration Correct invoices corresponding to approved purchase orders may be posted without further manual intervention or parked in the financial system for final posting by the Accounts Payable department. Approval workflow Invoices, such as general expense invoices, that require handling in your approval workflow are automatically routed in accordance with your normal approval workflow routines. Approval workflow ERP/financial system database interaction ReadSoft DOCUMENTS | INVOICES 5-5 Overview 5 Swift and accurate information extraction. Here is how it works. The information extraction methodology is designed for speedy set-up as well as smooth daily processing. Thus INVOICES 5-5 is ready for production “out of the box”, although some fine-tuning will improve performance even more. Performance will improve even further during production, because of the software’s auto-learning capabilities. Pre-configured parameters for extracting and validating information The software needs to know what information to extract and which business rules to apply. This information is contained in one or more invoice profiles. To simplify setup, INVOICES 5-5 comes equipped with a number of region-specific country profiles. A country profile comprises all the information required to extract and validate the information contained in an invoice from that region, including VAT rates, date formats, currency characters, et cetera. Business logic, e.g. for validating dates, VAT, and sums, is also part of the profile. Of course the profile(s) you use can be adapted to suit your business requirements. Getting the document into the right process and to the right persons Paper, of course, is scanned and the invoices (one page or many) are separated. Images and digital documents are imported directly. XML documents are also converted to easy-to-read images in order to simplify verification, workflow tasks and archiving. The entire document is interpreted, and the results are stored with the document image. This makes for a much faster second run, if necessitated by any discrepancies discovered at a later stage. The supplier and buyer IDs are confirmed in the Master data, normally imported from your financial system. The type, General Expense or Purchase Order, is detected as well as whether it is an invoice or a credit note. This information is the basis for the automatic sorting that saves a lot of time and work in the preparation stages. Sorting also makes for speedier information extraction, since the correct set-up of parameters and business rules is automatically selected. Providing correct information for your financial system INVOICES 5-5 is designed for swift and accurate handling also when it comes to trickier things, like extended or complex line item tables, or multiple VAT rates. The sophisticated automatic validation that is a part of this step makes you take superior data quality for granted. A lot of the information is extracted using free-form technology, but a major reason for the extraction speed is the knowledge base, automatically accumulated for recurring suppliers and a big help in finding ambiguous information. In real life, however, a few inconsistencies will appear, so a small fraction has to be handled manually in Verify. 6 ReadSoft DOCUMENTS | INVOICES 5-5 Overview Knowledge database Verify Automatic localized field definitions • Amount • Date Supplier fields • Substituting known information for captured • Adding required information not present on the invoice Free form Define all field types • Alphabetical fields Powerful integration to complete your invoice process As we all know, information extraction is but the first part of invoice processing. There is also the matter of coding, preliminary booking, matching, approval, final booking, and archiving. Consequently, our Invoice business solution provides potent options for integration with your financial system as well as any approval workflow and archiving alternative. ReadSoft, together with our many highly competent partners, ensures freedom of choice regarding your complete solution. • Numerical fields • Mixed fields Line items • Multi-page • Complex set-up Validation routines • Active validation • Checksum validation • Range check • Expressions • Demand fields • Translation tables • Connection tables • ODBC validation ERP/Financial system integration API Event handling XML output Context-sensitive help ReadSoft DOCUMENTS | INVOICES 5-5 Overview  Preparing INVOICES 5-5 Setting up the information extraction capabilities of INVOICES is simple, quick and straightforward, since INVOICES contains a country-specific profile preset with local parameters and default values. The highly automated process will furnish your back-end systems with all pertinent information from your incoming invoices. Integration with your financial system will provide a number of additional benefits, depending on the type and degree of integration you select. You can, however, always count on a reduction of time and work requirements in your accounts payable department. If you have an approval workflow, INVOICES is the perfect match. Again, the set-up is fairly straightforward and the result is the information feed your workflow requires. Archiving is another important part where INVOICES will support you, since electronic document images are created as part of the normal process. You decide whether early archiving or archiving after verification works best for your set-up. INVOICES will handle all input formats Digital input in various formats, along with information captured from any kind of digital document, is streamlined into INVOICES 5-5. When processing images, INVOICES works with all the colors of the original document for unequalled information access. Electronic documents XML In a growing number of countries, XML is becoming a preferred output format from invoicing software. XML documents may also derive from the Web, EDI interchange or other sources. They are all converted to a general format and entered into the normal process. To simplify verification, approval workflow operations, and electronic archiving, a proper, easy-to-read document image is automatically created. PDF PDF is probably the most common format for sharing documents. INVOICES is equipped to extract all the information contained in these documents, for further handling within the normal process. Document images Image files derive either from a scanner or from an input source such as email, fax, or file transfer. All the standard image file formats (TIFF, PNG, JPG, BMP, etc.) can be entered directly into the normal production flow. Document EDI, ReadSoft’s secure email solution for document exchange, is by far the most easy and convenient way to handle electronic invoicing. Since paper still is the most prominent media for invoices and the scanning process is critical for the final information quality, INVOICES is equipped with well-proven software for handling scanners. INVOICES will handle all input media INVOICES will reduce the complexity of your data capture system by streamlining input from all sources into the same document handling process. Thus INVOICES 8 ReadSoft DOCUMENTS | INVOICES 5-5 Overview will allow you to handle every type of invoice the same way, to apply the same business rules and to transfer the information to your financial system in the same way. INVOICES automatically captures any kind of document in any format, including email and email attachments, paper, fax, web forms, EDI, and file transfer. For more details concerning capture from the different media types, please see the corresponding product Overview. Invoice profiles An invoice profile determines the information to be extracted as well as the means to locate and identify that information. Invoice types INVOICES recognizes two different types of invoice-related documents: Purchase Order (PO) and General Expense (GE), and can differentiate between invoices and credit notes. The invoice type is one of the criteria for classification and sorting. Capture and interpretation Incomplete invoice Approval workflow Verify Input Interpret Complete invoice Transfer Financial/ERP System A Purchase Order invoice refers to one or more purchase orders, issued by your company. If all items on the invoice are previously approved and account-coded, the process of approval and posting may be fully automatic. Capture and interpretation Incomplete invoice Approval workflow Verify Input Interpret Complete invoice Arrival control Transfer Preliminary booking Price & Quality control Authorization Accounting Final booking Financial/ ERP System A General Expense invoice requires manual account-coding and approval. Thus only preliminary posting (aka parking) can be handled automatically. An approval workflow is recommended for efficient coding, approval and posting. A Credit Note refers to an earlier invoice. Processing depends on whether it concerns General Expense or Purchase Order. ReadSoft DOCUMENTS | INVOICES 5-5 Overview  Country profiles Rules, regulations and customs regarding invoices differ from country to country. In order to handle this, making INVOICES immediately useful, we have developed a number of country profiles. They contain all the special information, business logic, and parameter settings required to capture and validate invoices from the designated region. (Please note that the term “country” refers to any region that shares the same language, invoice regulations and requirements.) Thus country profiles increase the capture performance an simplify the process of configuring INVOICES for a certain business situation. INVOICES is delivered with a set of qualified country profiles. They are far too complex to be created during the set up of a system. A country profile is used: 1. By Manager, when creating a new invoice profile. The parameter defaults in the country profile are used to create a standard invoice profile, saving a lot of time and work for the person responsible for configuring the system 2. By Interpret, when capturing (searching/interpreting) the fields. Interpret reads the settings and maps the field profiles to the correct field type, enabling the business logic in the program. Customized invoice profiles INVOICES will need to know what information to capture and how to handle the captured information. Most probably the pre-loaded Country Profiles will be all you require. If not, amendments and additional Profiles are easily handled. It is easy to set up an invoice profile You use the Manager to create the Invoice Profile and the Transaction Description. To save time, you could also start from an existing country profile and just make the necessary adjustments. Automated invoice separation Scanned paper invoices, consisting of one or more pages, can be automatically separated in ReadSoft DOCUMENTS CLASSIFY. This optional capture enhancement is intuitive and easy to use. 10 ReadSoft DOCUMENTS | INVOICES 5-5 Overview Automated invoice sorting INVOICES is capable of automatic classification and sorting of invoices from unknown suppliers. Sorting reduces the scan operator’s manual work and automates invoice routing. (See page 13: Verify inbox.) When buyer, country of origin, and invoice type are identified, INVOICES knows which invoice profile to use to process the invoice. Sorting by buyer or legal entity INVOICES can automatically search for and identify buyers on each invoice, after you have created a buyer registry. Sorting by country of origin INVOICES automatically recognizes the invoice’s country of origin by identifying the supplier, after a supplier registry has been imported. Using specific country profiles during the invoice interpretation, the correct fields will be captured and interpretation performance is increased. Sorting by invoice type Currently, INVOICES can differentiate and sort general expense invoices (GE), purchase order invoices (PO) and credit notes. Invoices from known suppliers (“known invoices”) are sorted according to information in the knowledge base. Master data import Master data import lets you provide INVOICES with supplier and buyer information from your financial system, thereby opening the door to greater classification and identification possibilities. Master data are updated on a regular basis, in order to provide correct information at all times. INVOICES uses this database to: • Automatically identify the supplier. • Select the buyer or legal entity to receive the invoice (buyer identification). ReadSoft DOCUMENTS | INVOICES 5-5 Overview 11 Buyer identification INVOICES will try to identify the buyer by performing a free-form search on the invoice and compare the information with the Master data. If no match is found, the invoice is routed to manual identification. Improved supplier identification With INVOICES 5-5, unknown invoices can be identified using a supplier registry. You can create a supplier registry from scratch, in an Excel or XML document, or import Master data from your financial or ERP system. Invoice type classification When the country of origin has been successfully identified, it is used to determine the country profile for detecting invoice type. Based on information found on the invoice, INVOICES determines whether the invoice is of type General Expense or Purchase Order. If this is unsuccessful the type is set to General Expense. The next step is to determine whether it is debit or credit, i.e. if it is an ordinary invoice or a credit note. ReadSoft DOCUMENTS CLASSIFY Automatic invoice separation Input INVOICES Interpret Supplier identification Country of origin USA Germany Sweden Buyer identification Buyer Bamar Power (SWE) Bamar Control (FIN) Bamar Relay (SWE) Bamar Energy (GER) Invoice type determination Invoice Profiles PO Invoices - SWE GE Invoices - SWE PO Invoices - GER GE Invoices - GER PO Invoices - USA Bamar Relay Purchase order Debit Invoice Definitions The buyer of the invoice is identified. This information is normally used to direct the invoice to different paths. The flow control can either be done automatically by Interpret, or it can be done manually. After the interpretation, the invoice is tagged with buyer and invoice-type information. Handling undetermined invoices In the rare cases where INVOICES has failed to classify an invoice, for instance because no buyer could be identified, manual determination is required. Here verification is run in a specific mode, where the operator is restricted to select the buyer and invoice profile for each undetermined invoice. 1 ReadSoft DOCUMENTS | INVOICES 5-5 Overview Verify inbox The inbox feature provides both INVOICES administrators and Verify operators with more control over the verification process. Administrators can create customizable, hierarchical tree views that organize the invoices to be verified in a way that is meaningful to the production system, grouped and filtered according to a variety of criteria such as: • Invoice profile • Invoice status • Queue • Buyer Based on access rights, relevant folders in the tree structure are visible in personalized operator inboxes. You can easily narrow down the selection of invoices. User roles Each user can either have a personal set of access rights, or be part of a group. Rights designation is handled in the Manager when a new user is entered, and can be revised at any time by an authorized administrator. The user role defines the personalized inbox mentioned above. To ensure security at all times, INVOICES 5-5 supports the Sarbanes-Oxley Act. (For more details, please see page 20: “INVOICES is secure, reliable and safe”.) ReadSoft DOCUMENTS | INVOICES 5-5 Overview 13 Information export INVOICES output can be tailored exactly to your requirements. Another useful feature is that you can bundle system variables with your invoices data. One alternative is to have INVOICES export the information in an XML document, automatically transformed into the required XML format and accompanied by the invoice image. You can also use the straightforward interface of INVOICES to generate transfers in a format your organization already uses. In a transaction description you can choose not only what information to transfer, but also the order, format and layout of the data. Once set up, your transfers can be handled transparently in the background as a Windows Service. 14 ReadSoft DOCUMENTS | INVOICES 5-5 Overview Customized integration INVOICES is designed to be part of a complex environment, and the open interface simplifies integration with a variety of other systems. You can customize the program to suit your requirements, modifying its functionality and adding more features. You do this through our API (Application Programming Interface). For example, you can add dialog boxes, ODBC access, file manipulation, and much more. INVOICES offers you this access via the Events pages, which you can access from the Manager and from job descriptions. As invoices move through the INVOICES production modules (Scan, Interpret, Verify and Transfer), events are fired at predefined occasions. An event is a condition or the result of an activity at a specific point in a program. When an event is fired, INVOICES checks to see whether you have defined a handler for the event. An event handler causes execution of a predefined function. Archiving In case of early archiving, the archive may supply the invoice images and archive data required in the Invoices business solution. ReadSoft DOCUMENTS | INVOICES 5-5 Overview 15 Running INVOICES 5-5 Regardless of input media and format, all captured invoices are streamlined into a unified, highly automated process. Email attachments are automatically extracted, and all desired email information (such as header info, sender, addressee, body text) is attached. XML documents, for instance from an EDI system or from a web invoice page autogenerated by ReadSoft DOCUMENTS for Invoices, are converted to a common standard and easy-to-read document images are created. Faxes are routed from your fax management software and captured as document images. Efficient scanner control Our Scan Module is unique in its use of identification, de-skewing, removal of preprinted background, color processing, advanced batch handling, quality control during scanning, and endorser print handling. Scanner image quality is easily monitored with a thumbnail view screen that enables you to make sure that scanning is going smoothly, and that also batches, appendices, and sets are correctly grouped. When you expand the thumbnail view of an image, many operations are available to you: inserting comments attached to the document, printing an image of the document, and more. If your scanner is equipped with an endorser, ReadSoft DOCUMENTS Scan component lets you control the content and position of the string to be printed on the scanned invoices. Remote scanning Scan your documents anywhere and submit them to central processing by email, over a network, or through Internet file transfer. Sorting As mentioned earlier, INVOICES is capable of automatic sorting of invoices by buyer, supplier, and invoice type. Sorting reduces the scan operator’s manual work and automates invoice routing. When the buyer, country of origin, and invoice types are identified, INVOICES knows how to process the invoice. 16 ReadSoft DOCUMENTS | INVOICES 5-5 Overview Information extraction The interpretation process is fully automatic and usually run in the background, without supervision. If you, for some reason, need to check the progress, the statistics window will keep you up-to-date. When the supplier is found, INVOICES applies the correct Invoice Definition, interpreting all the designated fields and routing the results to the next step. If the supplier is new, and thus lack corresponding information in the knowledge base, Interpret will apply the Invoice Profile indicated by the sorting results. Each positively identified field is “learned” and becomes part of the new knowledge base to be created. All predefined validation steps are carried out in Interpret. Thus, data transferred to Verify is, to a very large extent, already confirmed. Thanks to superior ReadSoft technology, your invoices will be identified, interpreted, and validated with unrivaled speed and precision. High interpretation rate, accuracy, and speed Full page interpretation • Document Information Extraction Method • Simplified Virtual Rescan • Business Logic Validation Predefined validation in the background Artificial intelligence • Feature analysis • Neural networks • Genetic algorithms • Fuzzy logic • Automatic learning • Multi-pass segmentation • Adaptive filtering • Selective noise reduction • Character rebuilding Enhanced interpretation Simple, user-friendly verification As described earlier, each user or user group may have a designated inbox, where the content is controlled by Verify inbox. Depending on the options you select, INVOICES displays images of the information to be adjusted and/or the OK button. It is the job of the Verify operator to complete and correct any fields where INVOICES is not 100% satisfied, as well as fields you want checked for any reason. Any fields changed by the operator are automatically re-validated according to the predefined rules. Correcting document separation You can remove pages from invoices if document separation errors are found while verifying invoices. The batches that contain the removed pages or invoices are sent to the Manual document separation folder in the Verify Inbox for later handling. The document separation correction feature is available for all invoices that are processed in batches. Open a batch in the Manual document separation folder in the Verify Inbox, or select multiple batches and click Start to open the Manual document separation tool. The Verify module is hidden when the new module is open. • Active validation • Optimized voting • Dictionary lookups • Geometric context Character support for more than 0 languages Import electronic documents, such as XML Import all commonly-used image file types Run Interpret as a Windows Service ReadSoft DOCUMENTS | INVOICES 5-5 Overview 1 Corrections and completions are swift and easily made Huge increases in efficiency Easy operation Swift access to all pages of a multi-page invoice Wide range of setup possibilities Design built on years of production experience Verify from image files If an invoice has been incorrectly sorted, the Verify operator can reroute the invoice to the proper invoice profile. In some rare cases Interpret may mismatch or fail to recognize an invoice from a known supplier. Selecting the correct supplier is semi-automatic and the operator will have the choice of rerouting the invoice for interpretation using the correct knowledge base. Verification can easily be done over the Internet, in a Citrix or Terminal Server environment, without any loss of security. The Verify window can be freely rearranged to suit your personal way of working. Each sub-window is resizable and movable. Hide what you don’t need, enlarge as you see fit, and move things around until it feels right. The user-friendly interface has advanced functions for image handling, which enhance zooming and panorama methods. To simplify differentiation of fields in Verify, you can define custom background colors for the Value column in the Verifying dialog. You can organize related fields in groups and assign the same color to all the fields in that group. To further simplify verification the extracted information is also shown directly below the image of the original. 18 ReadSoft DOCUMENTS | INVOICES 5-5 Overview Full line items control Line items are captured from a consecutive table that might be several pages long. They are easily verified and corrected by the same “double-click” method as ordinary single items. To further simplify this work, each page image is accessed by a simple mouse-click. Filtering • Fine-grained • Coarse-grained • Pattern • Invert • De-speckle Combine filters Change identifier combination Redefine field formats Multiple VAT rates INVOICES can capture multiple VAT rates and the resulting VAT amounts. This is done using a new table type and advanced business logic. The business logic automatically checks and validates the VAT rates to ensure that the information is correct. Redefine field position Deactivate fields Set optional fields Currency notation and position Set language Bank account information The third type of table fields that INVOICES can handle contains bank account information. (A table field is a field that contains other fields, such as a line item table.) Bank account tables have new properties that enable specific handling and business logic, such as confirming account numbers against IBAN numbers. • Automatic currency sign • Automatic month naming Redefine text style Further improving interpret accuracy You can use the Optimize Module to help INVOICES find a field or to specify information about a field. Optimize displays the invoice image on the screen, and you use your mouse to mark the field on the invoice image. This is part of INVOICES’ manually assisted learning function. However, use this feature with caution. Most of the time the automatic functionality of INVOICES will do a better job. INVOICES processes all invoices from the same supplier, in exactly the same way. INVOICES assumes that the fields on an invoice can always be found using the knowledge specified in the knowledge base. The only exception is a variant. A variant occurs when you have two invoices, from the same supplier, with different layouts. In this case, the variants are distinguished by a description that accompanies the supplier. ReadSoft DOCUMENTS | INVOICES 5-5 Overview 1 INVOICES is secure, reliable and safe You can rely on INVOICES when it comes to security, reliability, and safety. First, all data in INVOICES are contained in the database: Invoice Profiles, Invoice Definitions, tables, images, and processed invoices. INVOICES provides security through Windows’ Active directory (see the next section), and also offers an optional user authorization or login system. You define authorized users, passwords, and access rights in the User definition dialog box. All of the activities performed by users are traced. INVOICES provides statistics for monitoring performance. It also enables you to perform useful administrative functions, such as • getting information about processed invoices • importing and exporting invoice profiles and definitions and tables • initializing databases • and more In addition, system security, reliability, safety, and overall performance are enhanced through the use of Microsoft SQL Server. With SQL Server, manual or automatic backups of the INVOICES database, on-line backups, recovery through disk mirroring, system supervision watchdogs, and data replication all ensure that business-critical data stays available. Supporting the Sarbanes-Oxley Act INVOICES 5-5 supports Sarbanes-Oxley compliance, providing the security and flexibility that can be expected from a mission critical process. The implemented features include • Password managed by Active directory, providing centralized system access rights, password and log-on policy etc. • User roles, making it possible to limit operator access to documents, system and user settings. • User Inbox, limiting the access to documents according to definable criteria for named persons or groups of persons. This prevents Verify operators from the unauthorized access of classified information. • Logging system and user activities on each invoice for review and transfer to other systems. • Data validation rules and table or database lookups, preventing data errors • License control, preventing unauthorized use of software • Services, reliably automating the starting and stopping of unattended activities such as interpretation and data transfer. 0 ReadSoft DOCUMENTS | INVOICES 5-5 Overview • Maintenance plan, maintaining data integrity and updating imported data regularly • Citrix/TS: Centralized system update and maintenance • Support for script based updates: Centralized system update Keep your businesscritical data available • Data • Images • Statistics • Templates • Tables • Jobs • Transactions • Events Self-contained flow with databases Define user access rights System administration Multiple database support Microsoft SQL Server Database queries Automatic backups Hot backups Disk mirroring Watchdogs Service recovery When running Interpret or Transfer as a service, they are monitored and restarted if necessary, for instance if a service uses too much memory. Maintenance plans To keep INVOICES running smoothly, it is important to be able to detect and repair discrepancies in the database and perform other routine operations. INVOICES makes this task easy with maintenance plans. Maintenance plans let you save and organize these activities, giving you easy access to INVOICES’ built-in maintenance features. And, given the aid of a wizard, maintenance plans are easy to set up. Apart from handling corrupt data, INVOICES’ maintenance feature can also clear the database from objects that are no longer needed, making INVOICES more efficient. Of course, the database will be locked for exclusive use when a maintenance plan is running. The large number of available operations includes: • Checking and repairing the database, or getting a diagnosis without making any repairs • Deleting - invoice definitions not used since a time specified by the user - invoice definitions with status unknown - unused supplier names - unused temporary data • Creating maintenance plans to import master data on a routine basis • Process monitoring • Ping • Keep-alive message Data replication Automatic database switching Database server monitoring ReadSoft DOCUMENTS | INVOICES 5-5 Overview 1 ReadSoft DOCUMENTS We automate your documents. You boost your business efficiency. We know you need a way to get a handle on costs. And a way to crawl out from under your piles of paper and electronic documents once and for all - without losing track of the business-critical information they represent. If your organization is like most, you waste a lot of time and money manually handling documents when you could be putting that same time and money to work to improve your operation. So, like most professionals, you probably want a single streamlined solution that: • Captures and interprets any kind of document from paper to electronic - in any format. • Acts as an electronic mailroom, sorting and then distributing mail to the appropriate business processing units. • Helps you manage and process those documents in a single, streamlined system, automatically and reliably, with as little human intervention as possible. • Seamlessly shares information with your other systems - like your ERP or financial system, approval workflow or document archiving systems. • Lets you electronically interchange B2B documents with your suppliers and vendors - easily and without the excessive expense of a traditional Electronic Data Interchange solution. And you would want that solution to be fast and easy to implement, yet tailored to the unique requirements of your organization. To put it simply, you want to be free from manually handling the documents your organization needs. So you can concentrate on the needs of your organization. Document Automation, a business dream come true At ReadSoft, we share your dream of an all-in-one solution for processing business documents. Experience has convinced us that Document Automation can make that dream a reality. Document Automation is based on powerful products and proven technology that combines to form a total solution.  ReadSoft DOCUMENTS | INVOICES 5-5 Overview An all-in-one solution Managing critical business documents efficiently and cost effectively is not just about capturing electronic data or about scanning, although you can rely on ReadSoft’s unequaled capabilities in those areas. You need a solution that supports automation of your entire document cycle. ReadSoft DOCUMENTS is the only one that does. With powerful partners to handle any aspect we do not cover ourselves, we can supply an all-in-one solution for the full spectrum of Document Automation tasks - with a mini-mum of human intervention. An intelligent solution ReadSoft DOCUMENTS has the proven ability to find and understand information on a document, regardless of where it’s located. So you can use ReadSoft DOCUMENTS to capture the widest variety of documents, from structured forms like coupons to semi-structured documents like invoices. In addition, ReadSoft DOCUMENTS is self-learning, which means that the system simply gets faster and more ac-curate the longer you use it - and your work processes do, too. An automated mailroom solution The mailroom is where the documents you receive - whether physical or electronic - arrive and are sorted and routed to appropriate destinations. This entry point can be enhanced with information capture and indexing of selected document types prior to transfer. So you’ll handle documents faster and more efficiently than ever before - and lower the costs associated with physical mailrooms. A Document EDI solution ReadSoft DOCUMENTS makes it easy to exchange documents electronically, via se-cure email. This breakthrough technology gives you much of what you expect from an Electronic Data Interchange (EDI) solution - except the EDI problems. You benefit from many of the advantages of EDI, such as cost and time savings, better information control and increased data security. You avoid the long, expensive process of implementing a standard EDI solution. Document EDI is simple to install, easy to use and highly cost efficient. A pre-packed, dedicated solution ReadSoft DOCUMENTS includes a range of business solutions that are dedicated to specific uses in specific fields. They support solutions that focus on automating specific business documents and specific office procedures. A flexible solution Solutions based on ReadSoft DOCUMENTS are tailored to the needs of your business. They are scalable, and thus right for you, whether you process hundreds of documents per day or millions. And our highly competent Professional Services can always assist you in adapting to new or changed business circumstances, so you’ll never outgrow your investment. ReadSoft DOCUMENTS | INVOICES 5-5 Overview 3 ReadSoft AB reserves the right to change any feature or form of software behavior without prior notice. Increase your business efficiency with tools from the leading provider of Document Automation. The benefits are substantial and immediate. ReadSoft—always at the forefront of innovation We take pride in being the innovators of our industry. Our Research & Development team is a major part of our company and we spend a substantial part of our revenue on inventing and improving new technology, according to our customers’ needs. ReadSoft DOCUMENTS – a modular software platform This full-scale system incorporates five Automation Areas: Capture, Understand, Manage, Integrate and Interchange. It is based on a flexible structure can be adjusted to fit your specific business requirements. ReadSoft also offers a range of business solutions based on the ReadSoft DOCUMENTS platform. These are pre-configured solutions to automate specific document type or business applications. A business solution includes tailored services such as consulting, training and support. Today, we offer business solutions for Forms, Invoices, Mailrooms and Document EDI. ReadSoft in a nutshell • Market leader with more than 4500 customers worldwide, including both global enterprises with cross-organizational systems and local companies specialized in a particular market or industry, as well as a large number of governmental bodies. • Operations in 16 countries and approximately 300 partners providing expertise in 70 countries. • Listed on the Stockholm Stock Exchange since June 1999. • Fifteen percent of revenue is invested in Research & Development every year; close collaboration with various research institutes. • Close partnerships with prestigious global partners. Cooperation with prominent consulting firms. • Delivers software in several languages. • Voted “Best of AIIM” five times at the world’s largest document management convention, AIIM, in the United States. 5-5 0709 W W W. R E A D S O F T.CO M