INVOICES 5-4 Overview

Transcription

1 INVOICES 5-4 Overview

2 Contents 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 the right persons 6 Providing correct information for your financial system 6 Powerful integration to complete your invoice process 7 Fine-tuning INVOICES 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 sorting 11 Master data import 11 Verify inbox 13 User roles 14 Information export 14 Customized integration 14 Archiving 15 Running INVOICES Efficient scanner control 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 safe2 Sarbanes-Oxley compliance 20 Service recovery 21 Maintenance plans 21 ReadSoft DOCUMENTS We automate your documents. You boost your business efficiency INVOICES 5-4 Overview

3 Get the capabilities for fast and accurate financial information INVOICES 5-4 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 5-4 is Sarbanes-Oxley compliant, 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. The capabilities making up IN- VOICES 5-4 are marked in green. Automation Area Capabilities Capture Electronic documents XML Web PDF Document images Scanned paper Remote scanning Fax Digital Pen Imported image files Image enhancement Color handling Understand Document sorting Complete information extraction Machine print Handwriting Barcodes Mark fields 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 Financials Interchange Secure sender Encryption Digital signatures receiver Decryption Digital signatures handling Automatic receipts ReadSoft DOCUMENTS capabilities ReadSoft Invoices business solution capabilities ReadSoft INVOICES 5-4 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. 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 component Overview. ReadSoft, together with our many highly competent partners, ensure freedom of choice regarding your total solution. INVOICES 5-4 Overview 3

4 Invoice flow from capture to post Capture Regardless of input media and format, all captured invoices are streamlined into a unified, highly automated process. Attachments are automatically extracted, and all desired 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 which string is printed on the scanned invoices and in which position. XML file transfer XML documents, e.g. from an EDI system or from a web invoice page auto-generated by ReadSoft DOCUMENTS for Invoices, are converted to a common standard and an easy-to-read document image is created. Fax Faxes are routed from your fax management software and captured as document images. Identification and sorting Invoices from known suppliers are instantly identified. For invoices from unknown suppliers, the country of origin, buyer, and type are determined. The supplier can also be identified by means of information from the financial system, During the process these invoices will be auto-learned and thus recognized the next time. With this information, the invoices are automatically sorted. ERP register imports Early archiving 4 INVOICES 5-4 Overview

5 ERP 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 validation In an ERP-integrated installation the information may be matched with the combined information from several ERP ledgers. If everything is correct and the invoice corresponds to an approved purchase order, it may be automatically posted. Information extraction You can either run Multiple VAT rates information extraction 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. 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. Supplier fields Standard supplier information can be fetched from the database 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 integration Correct invoices corresponding to approved purchase orders may be posted without further manual intervention or parked in the ERP 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. Archiving You have a choice between archiving directly on arrival or after verification. Approval workflow ERP Database interaction INVOICES 5-4 Overview 5

6 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 5-4 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 5-4 comes equipped with a number of region-specific country profiles. A country profile contains all the information required to extract and validate the information contained in an invoice from that region, including e.g. VAT rates, date formats, currency characters, et cetera. Business logic, e.g. for validating dates, VAT, and sums are 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 the right persons Digital images and other documents are imported directly. Paper, of course, is scanned. 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 5-4 is designed for swift and accurate handling also when it comes to trickier things, like extended 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 INVOICES 5-4 Overview

7 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 Powerful integration to complete your invoice process As we all know, information extraction is but the first half 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, ensure freedom of choice regarding your total solution. Define all field types: Alphabetical fields Numerical fields Mixed fields Line items Double-click Validation routines: Active validation Checksum validation Range check Expressions Demand fields Translation tables Connection tables ODBC validation ERP integration VBA ActiveX Context-sensitive help INVOICES 5-4 Overview

8 Fine-tuning INVOICES 5-4 Setting up the information extraction capabilities of INVOICES is simple, quick and straightforward, since your business solution contains a country-specific profile preset with country-specific parameters and default values. The highly automated process will furnish your backend systems with all pertinent information from your incoming invoices. Integration with your ERP 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 setup is fairly straightforward and the result is the information feed your workflow require. 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 5-4. When processing images, IN- VOICES works with all the colors of the original document for unequalled information access. Other digital input is rendered as images in a parallel process to simplify verification, approval workflow, and electronic archiving. Electronic documents XML XML documents deriving from the Web, EDI interchange or other sources may be set up according to different XML standards. To facilitate verification and approval workflow operations, 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 (up to 1.3, corresponding to Adobe Acrobat 4), for further handling within the normal process. Document images Image files derive either from a scanner or from an input source such as , 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 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 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 host system in the same way. 8 INVOICES 5-4 Overview

9 Any kind of document in any format including and attachments, paper, fax, web forms, EDI, and file transfer (FTP); INVOICES automatically captures them all. For more details concerning capture from the different media types, please see the corresponding component 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 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 Approval workflow Incomplete invoice Verify Input Interpret Complete invoice Transfer Arrival control Preliminary booking Price & Quality control Financial/ ERP System Authorization Accounting Final booking A General Expense invoice requires manual account-coding and approval. Thus only preliminary posting (a.k.a. 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. INVOICES 5-4 Overview

10 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 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 preloaded 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. 10 INVOICES 5-4 Overview

11 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 which buyer or legal entity to rout the invoice to (buyer identification). INVOICES 5-4 Overview 11

12 Buyer identification INVOICES will try to connect the invoice with a buyer using Master data, by performing a free-form search on the invoice. If no match is found, the invoice is routed to manual identification. Improved supplier identification With INVOICES 5-4, 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. INVOICES Interpret Page grouping & invoice page identification Supplier identification Buyer identification Invoice type determination Input Country of origin Buyer Invoice Profiles Invoice Defenitions USA Germany Sweden Bamar Power (SWE) Bamar Control (FIN) Bamar Relay (SWE) Bamar Energy (GER) The buyer of the invoice is identified and is normally used to sort the invoice to different paths. The flow control can either be done manually or automatically by the Interpret. PO Invoices - SWE GE Invoices - SWE PO Invoices - GER GE Invoices - GER PO Invoices - USA After the interpretation ther invoice is tagged with buyer and invoice type information. Bamar Relay General expence Debit Handling undetermined invoices In the rare cases where INVOICES has failed to classify an invoice e.g. because no buyer could be identified, manual determination is required. Here verification is run in a specific mode, where the operator only can select the buyer and invoice profile for each undetermined invoice. 12 INVOICES 5-4 Overview

13 Verify inbox The inbox feature gives both INVOICES administrators and Verify operators 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 their own production system, e.g. 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 directed to personalized operator inboxes. You can easily narrow down the selection of invoices. INVOICES 5-4 Overview 13

14 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 5-4 is Sarbanes- Oxley compliant. (For more details, please see the section under INVOICES is secure, reliable and safe.) Information export INVOICES output can be tailored exactly according to your requirements. Another useful feature is that you can bundle system variables with your invoices data. In many cases you can use the straightforward interface of INVOICES to generate transactions in a format your organization already uses. In a transaction description you can choose not only what information to transfer, but also the order of the data, and its format and layout. For output file transfer, you can have INVOICES save the data to one or more text files. Data can be appended to an existing file, or a new file can be created each time. You can also specify a variable or fixed length for each record. Invoice images may be transferred to an electronic archiving system. Data can also be conveyed as strings to integrated DLL functions or VBA methods, or it can be retrieved by a COM automation server, depending on your requirements. In other words, you can configure the Transfer job so that data is exported to any database or other system. Once set up, your transfers can be handled transparently in the background as a Windows Service. Customized integration INVOICES is designed to be a part of a complex environment, and its open interface makes it easy to integrate 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 with VBA (Visual Basic for Applications) code, DLL (Dynamic Link Library) functions (written in any language capable of producing DLLs), or by writing ActiveX event servers residing in a DLL or.exe file. For example, you can add dialog boxes, ActiveX automation calls, ODBC access, file manipulation, and much more. 14 INVOICES 5-4 Overview

15 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 VBA function, DLL function or both. VBA and DLL programming is a complex task which requires knowledge of programming, Visual Basic, C, C++ or other programming language, and simple ActiveX automation issues. Warning VBA and DLL functions can be quite powerful. They can change values on invoices and even cause INVOICES to malfunction. Proceed with caution when implementing event handlers. Archiving In case of early archiving, the archive may supply the invoice images and archive data required in the Invoices business solution. INVOICES 5-4 Overview 15

16 Running INVOICES 5-4 Regardless of input media and format, all captured invoices are streamlined into a unified, highly automated process. attachments are automatically extracted, and all desired information (e.g. header info, sender, addressee, body text) is attached. XML documents, e.g. from an EDI system or from a web invoice page auto-generated by ReadSoft DOCUMENTS for Invoices, are converted to a common standard and an easy-to-read document image is 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 , over a network, or through Internet file transfer. 16 INVOICES 5-4 Overview

17 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. 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. With INVOICES, identifying an invoice and matching it with the right supplier among thousands is surprisingly swift. 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 are, 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. 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, INVOIC- ES 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 that INVOICES cannot interpret with 100% certainty, as well as fields you want checked for any reason. Any fields changed by the operator are automatically revalidated according to the predefined rules. 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: Active validation Optimized voting Dictionary lookups Geometric context Character support for more than 20 languages Import electronic documents, such as XML Import all commonly-used image file types Run Interpret as a Windows Service INVOICES 5-4 Overview 17

18 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 Corrections and completions are swift and easily made 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 indication, which enhance zooming and panorama methods. To make it easier to differentiate 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. 18 INVOICES 5-4 Overview

19 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 Despeckle Combine filters Change identifier combination 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. 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, e.g. confirming account numbers against IBAN numbers. 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 5-4 manually assisted learning function. Redefine field formats Redefine field position Deactivate fields Set optional fields Currency notation and position Set language Automatic currency sign Automatic month naming Redefine text style 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 identifier positions. In this case, the variants are distinguished by a description that accompanies the supplier. INVOICES 5-4 Overview 19

20 INVOICES is secure, reliable and safe You can count 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. Sarbanes-Oxley compliance INVOICES 5-4 is Sarbanes-Oxley compliant, 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. Maintenance plan, maintaining data integrity; updating imported data regularly Citrix/TS: Centralized system update and maintenance Support for script based updates: Centralized system update 20 INVOICES 5-4 Overview

21 Service recovery When running Interpret or Transfer as a service, there is a risk that one of the modules can freeze or crash unnoticed. To keep production running smoothly, the service recovery feature can monitor INVOICES services and restart them if necessary. You do not have to wait for the module to crash or freeze, however. The service recovery feature can even restart a service if it 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 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 Process monitoring Ping Keep-alive message Data replication Automatic database switching Database server monitoring INVOICES 5-4 Overview 21

22 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, 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. 22 INVOICES 5-4 Overview

23 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 DOCU- MENTS to capture the widest variety of documents, from structured forms like coupons to semi-structured documents like invoices. In addition, ReadSoft DOCU- MENTS 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 . 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 scaleable, 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. INVOICES 5-4 Overview 23

24 Increase your business efficiency with tools from the leading provider of Document Automation. ReadSoft in a nutshell 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. Market leader with more than 4000 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. A network of 13 local companies in Europe, North and South America and Australia, and approximately 300 partners providing expertise in 70 countries. Listed on the Stockholm Stock Exchange since June 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. 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 for automating a specific document type or business application. 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 AB reserves the right to change any feature or form of software behavior without prior notice W W W. R E A D S O F T. C O M