INVOICES 5-5
Overview
Contents
A brief view of the complete
ReadSoft DOCUMENTS for Invoices business solution 3
- Get the capabilities for fast and accurate financial information 3
- Invoice flow from capture to post 4
Swift and accurate information extraction. Here is how it works. 6
Pre-configured parameters for extracting and validating information 6
Getting the document into the right process and to the right persons 6
Providing correct information for your financial system 6
Powerful integration to complete your invoice process 7
Preparing INVOICES 5-5 8
INVOICES will handle all input formats 8
INVOICES will handle all input media 8
Invoice profiles 9
Country profiles 10
Customized invoice profiles 10
It is easy to set up an invoice profile 10
Automated invoice separation 10
Automated invoice sorting 11
Master data import 11
Verify inbox 13
User roles 13
Information export 14
Customized integration 15
Archiving 15
Running INVOICES 5-5 16
Efficient scanner control 16
Separation withour separator sheets 16
Sorting 17
Information extraction 17
Simple, user-friendly verification 17
Full line items control 19
Multiple VAT rates 19
Bank account information 19
Further improving interpret accuracy 19
INVOICES is secure, reliable and safe 0
Sarbanes-Oxley compliance 20
Service recovery 21
Maintenance plans 21
ReadSoft DOCUMENTS
We automate your documents.
You boost your business efficiency.
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 regardless of format or input media, INVOICES 5-5 supports the Sar-
for acquiring correct and complete and a major cornerstone of ReadSoft banes-Oxley Act, providing the secu-
information from supplier invoices, DOCUMENTS for Invoices. rity and flexibility that can be expect-
ed from a mission critical process.
The full range of possibilities within the ReadSoft Invoices business solution.
Automation Area Capabilities
CAPTURE UNDERSTAND MANAGE INTEGRATE INTERCHANGE
Electronic documents Document separation Verification File transfer Email receiver
Email Local Decryption
Document sorting Database interaction
XML Remote Digital signature handling
Web Complete information XML output
Approval workflow Automatic receipts
PDF extraction ERP system integration
Machine print Process monitoring
Document images SAP™
Handwriting Production audit trail Oracle eBusiness Suite
Scanned paper Barcodes
Remote scanning Major financial systems
Short term archiving
Fax All document layout types …
Imported image files Structured
Semi-structured ReadSoft Invoices business solution capabilities
Image enhancement Unstructured ReadSoft INVOICES 5-5 capabilities
Color handling Automated validation
On the input side, you have the choice Your output can be configured to For detailed information about re-
of all the Capture Automation Area match any approval workflow you al- lated capabilities, please see the rel-
capabilities for catching invoice in- ready employ or plan to implement, evant product Overview.
formation. your financial system, or any other
target system. ReadSoft, together with our many
During the process, our software highly competent partners, ensure
platform provides optional access to The process will automatically sup- freedom of choice regarding your
a number of interaction and integra- ply invoice images for your archiving complete solution.
tion possibilities with your financial system, and of course you have the
or ERP system, e. g. for buyer and choice between early archiving or ar-
supplier data, line items matching, chiving after verification.
and/or preliminary and final posting.
ReadSoft DOCUMENTS | INVOICES 5-5 Overview 3
A brief view of the complete ReadSoft DOCUMENTS for Invoices business solution:
Invoice flow from capture to post
Capture Separation, identifi-
Regardless of input media Physical mail web invoice pages auto- cation and sorting
and format, all captured Paper invoices are generated by ReadSoft Invoices are automati-
invoices are streamlined scanned. If your scan- DOCUMENTS for cally separated and sort-
into a unified, highly ner is equipped with an Invoices, are imported ed according to country
automated process. endorser, you can control and easy-to-read docu- of origin, buyer, and
the content and position ment images are created. invoice type. Invoices
Email of the string to be printed from known suppliers
Attachments are auto- on the scanned invoices. Fax are instantly identified.
matically extracted, and Faxes are routed from New suppliers can be
all desired email infor- XML file transfer your fax management identified using Master
mation (e.g. header info, XML documents, e.g. software and captured as data from the financial
sender, addressee, body from invoicing soft- document images. system. During the pro-
text) is attached. ware, EDI systems or cess 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 ERP/financial system
can be checked in vari- validation
ous ways, for example In an integrated installa-
by performing calcula- tion the information can
tions, by comparing it be matched with the com-
with internal tables, and bined information from
by checking in external several financial system
databases such as “your ledgers. If everything is Archiving
reference”. If everything correct and the invoice You have a choice of
is OK, the invoice may corresponds to an approved archiving directly on
bypass the Verification purchase order, it can be arrival or after verifi-
stage. automatically posted. cation.
Information extraction Verification Approval and
You can either run Multiple VAT rates Manual verification is posting
information extraction INVOICES captures required e.g. when a Automated through ERP/
in the background as multiple VAT rates mismatch is detected or financial system integra-
a Windows Service or and the resulting VAT when additional informa- tion
operator initiated. Either amounts. Business logic tion needs to be added. Correct invoices correspond-
way the text on the automatically checks and It may also be applied ing to approved purchase
invoice is interpreted validates the VAT rates when there is no basis for orders may be posted with-
and analyzed according to ensure that the infor- automatic validation, or out further manual interven-
to flexible rules that can mation is correct. simply as an extra secu- tion or parked in the finan-
be overruled for specific rity measure. cial system for final posting
suppliers. Supplier fields Line items that haven’t by the Accounts Payable
Thus, all relevant infor- Standard supplier infor- been correctly captured department.
mation is extracted mation can be fetched are re-defined and
according to the rules set from INVOICES’ know- learned impressively Approval workflow
up for the supplier and ledge base rather than fast. Invoices, such as general
invoice type. extracted from the Every item that has been expense invoices, that require
invoice. Thus the infor- changed by the operator handling in your approval
Line items mation is always correct is immediately and auto- workflow are automatically
Line items are detected and it is simple to add matically re-validated. routed in accordance with
and tabulated for easy information not present your normal approval work-
verification, coding and on the invoice. flow routines.
approval.
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 set-
up, INVOICES 5-5 comes equipped with a number of region-specific country pro-
files. 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. Im-
ages and digital documents are imported directly. XML documents are also con-
verted 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 de-
tected 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 recur-
ring 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
Verify
Knowledge database Automatic localized field
definitions
• Amount
• Date
Supplier fields
• Substituting known infor-
mation for captured
• Adding required infor-
mation not present on the
invoice
Free form Define all field types
• Alphabetical fields
• Numerical fields
Powerful integration to complete your invoice process
• Mixed fields
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 Line items
booking, and archiving. Consequently, our Invoice business solution provides potent
• Multi-page
options for integration with your financial system as well as any approval workflow
• Complex set-up
and archiving alternative. ReadSoft, together with our many highly competent part-
ners, ensures freedom of choice regarding your complete solution. Validation routines
• Active validation
• Checksum validation
• Range check
• Expressions
• Demand fields
• Translation tables
• Connection tables
• ODBC validation
ERP/Financial system inte-
gration
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 lo-
cal 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 depart-
ment.
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 re-
quires.
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, IN-
VOICES works with all the colors of the original document for unequalled informa-
tion 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 nor-
mal 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 busi-
ness 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 correspond-
ing 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 Approval workflow
Incomplete
invoice
Verify
Input
Complete
invoice
Interpret 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 Approval workflow
Incomplete
invoice
Verify
Price & Quality Authorization Accounting
Input Arrival control
Complete control
invoice
Interpret Transfer Preliminary booking 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 com-
plex 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 con-
figuring 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 un-
known 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 pro-
files during the invoice interpretation, the correct fields will be captured and interpre-
tation performance is increased.
Sorting by invoice type
Currently, INVOICES can differentiate and sort general expense invoices (GE), pur-
chase order invoices (PO) and credit notes.
Invoices from known suppliers (“known invoices”) are sorted according to informa-
tion 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 in-
voice 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 INVOICES Interpret
Automatic invoice separation Supplier identification Buyer identification Invoice type determination
Input Country of origin Buyer Invoice Profiles Invoice Definitions
USA Bamar Power (SWE) PO Invoices - SWE
Germany Bamar Control (FIN) GE Invoices - SWE
Sweden Bamar Relay (SWE) PO Invoices - GER
Bamar Energy (GER) GE Invoices - GER
Bamar Relay
PO Invoices - USA
Purchase order
The buyer of the invoice is identified.
Debit
This information is normally used to
direct the invoice to different paths.
After the interpretation, the invoice is tagged
The flow control can either be done
with buyer and invoice-type information.
automatically by Interpret, or it can be
done manually.
Handling undetermined invoices
In the rare cases where INVOICES has failed to classify an invoice, for instance be-
cause no buyer could be identified, manual determination is required. Here verifica-
tion 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 customiz-
able, 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 personal-
ized 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 fea-
ture 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 Win-
dows 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, Ver-
ify 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 auto-
generated by ReadSoft DOCUMENTS for Invoices, are converted to a common stan-
dard and easy-to-read document images are created.
Faxes are routed from your fax management software and captured as document im-
ages.
Efficient scanner control
Our Scan Module is unique in its use of identification, de-skewing, removal of pre-
printed background, color processing, advanced batch handling, quality control dur-
ing 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 docu-
ment, and more.
If your scanner is equipped
with an endorser, ReadSoft
DOCUMENTS Scan com-
ponent lets you control the
content and position of the
string to be printed on the
scanned invoices.
Remote scanning
Scan your documents any-
where and submit them
to central processing by
email, over a network, or
through Internet file trans-
fer.
Sorting
As mentioned earlier, INVOICES is capable of automatic sorting of invoices by buy-
er, 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, with- High interpretation rate,
out supervision. If you, for some reason, need to check the progress, the statistics accuracy, and speed
window will keep you up-to-date.
Full page interpretation
When the supplier is found, INVOICES applies the correct Invoice Definition, inter- • Document Information
preting all the designated fields and routing the results to the next step. Extraction Method
If the supplier is new, and thus lack corresponding information in the knowledge • Simplified Virtual Re-
base, Interpret will apply the Invoice Profile indicated by the sorting results. Each scan
positively identified field is “learned” and becomes part of the new knowledge base • Business Logic Validation
to be created.
Predefined validation in
All predefined validation steps are carried out in Interpret. Thus, data transferred to the background
Verify is, to a very large extent, already confirmed.
Artificial intelligence
Thanks to superior ReadSoft technology, your invoices will be identified, interpreted, • Feature analysis
and validated with unrivaled speed and precision. • Neural networks
Simple, user-friendly verification • Genetic algorithms
As described earlier, each user or user group may have a designated inbox, where • Fuzzy logic
the content is controlled by Verify inbox. Depending on the options you select, IN- • Automatic learning
VOICES displays images of the information to be adjusted and/or the OK button. It • Multi-pass segmentation
is the job of the Verify operator to complete and correct any fields where INVOICES
• Adaptive filtering
is not 100% satisfied, as well as fields you want checked for any reason.
• Selective noise reduction
Any fields changed by the operator are automatically re-validated according to the • Character rebuilding
predefined rules.
Enhanced interpretation
Correcting document separation
• Active validation
You can remove pages from invoices if document separation errors are found while
• Optimized voting
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. • Dictionary lookups
• Geometric context
The document separation correction feature is available for all invoices that are pro-
cessed in batches. Character support for
more than 0 languages
Open a batch in the Manual
document separation folder Import electronic
in the Verify Inbox, or select documents, such as XML
multiple batches and click
Import all commonly-used
Start to open the Manual
image file types
document separation tool.
The Verify module is hid- Run Interpret as a
den when the new module is Windows Service
open.
ReadSoft DOCUMENTS | INVOICES 5-5 Overview 1
Corrections and completions are swift and easily made
Huge increases in If an invoice has been incorrectly sorted, the Verify operator can reroute the invoice
efficiency to the proper invoice profile.
Easy operation In some rare cases Interpret may mismatch or fail to recognize an invoice from a
Swift access to all pages of known supplier. Selecting the correct supplier is semi-automatic and the operator
a multi-page invoice will have the choice of rerouting the invoice for interpretation using the correct know-
ledge base.
Wide range of setup
possibilities Verification can easily be done over the Internet, in a Citrix or Terminal Server envi-
ronment, without any loss of security.
Design built on years of
production experience 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
Verify from image files see fit, and move things around until it feels right.
The user-friendly interface has advanced functions for image handling, which en-
hance 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 be-
low 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. Filtering
They are easily verified and corrected by the same “double-click” method as ordinary • Fine-grained
single items. To further simplify this work, each page image is accessed by a simple • Coarse-grained
mouse-click.
• Pattern
• Invert
• De-speckle
Combine filters
Change identifier
combination
Redefine field formats
Multiple VAT rates Redefine field position
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 automat- Deactivate fields
ically checks and validates the VAT rates to ensure that the information is correct.
Set optional fields
Bank account information
Currency notation and
The third type of table fields that INVOICES can handle contains bank account in-
position
formation. (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 Set language
logic, such as confirming account numbers against IBAN numbers.
• Automatic currency sign
Further improving interpret accuracy • Automatic month naming
You can use the Optimize Module to help INVOICES find a field or to specify in-
Redefine text style
formation 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 in-
voices from the same sup-
plier, 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 dis-
tinguished 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 sec-
tion), and also offers an optional user authorization or login system. You define au-
thorized 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 un-
authorized 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 regu-
larly Keep your business-
critical data available
• Citrix/TS: Centralized system update and maintenance
• Data
• Support for script based updates: Centralized system update • Images
• Statistics
Service recovery
When running Interpret or Transfer as a service, they are monitored and restarted if • Templates
necessary, for instance if a service uses too much memory. • Tables
• Jobs
Maintenance plans • Transactions
To keep INVOICES running smoothly, it is important to be able to detect and re-
pair discrepancies in the database and perform other routine operations. INVOICES • Events
makes this task easy with maintenance plans. Maintenance plans let you save and Self-contained flow with
organize these activities, giving you easy access to INVOICES’ built-in maintenance databases
features. And, given the aid of a wizard, maintenance plans are easy to set up.
Define user access rights
Apart from handling corrupt data, INVOICES’ maintenance feature can also clear
the database from objects that are no longer needed, making INVOICES more ef- System administration
ficient.
Multiple database support
Of course, the database will be locked for exclusive use when a maintenance plan is
Microsoft SQL Server
running. The large number of available operations includes:
Database queries
• Checking and repairing the database, or getting a diagnosis without making any
repairs Automatic backups
• Deleting Hot backups
- invoice definitions not used since a time specified by the user Disk mirroring
- invoice definitions with status unknown Watchdogs
- unused supplier names • Process monitoring
• Ping
- unused temporary data
• Keep-alive message
• Creating maintenance plans to import master data on a routine basis
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 han-
dling 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 appropri-
ate 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 ven-
dors - 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 sup-
ply 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 docu-
ments 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 docu-
ments 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, bet-
ter 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 solu-
tions 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 busi-
ness. 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 ReadSoft DOCUMENTS – a modular software platform
We take pride in being the innovators of our industry. Our This full-scale system incorporates five Automation Areas:
Research & Development team is a major part of our company Capture, Understand, Manage, Integrate and Interchange. It is
and we spend a substantial part of our revenue on inventing and based on a flexible structure can be adjusted to fit your specific
improving new technology, according to our customers’ needs. 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 applica-
tions. A business solution includes tailored services such as con-
sulting, 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
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