TIRED OF TYPING? ACCELERATE YOUR BUSINESS WITH: AUTOMATED DATA ENTRY PURCHASE APPROVAL WORKFLOW DIGITAL DOCUMENT ARCHIVE DOCUMENT CAPTURE

Transcription

1 TIRED OF TYPING? ACCELERATE YOUR BUSINESS WITH: AUTOMATED DATA ENTRY PURCHASE APPROVAL WORKFLOW DIGITAL DOCUMENT ARCHIVE DOCUMENT CAPTURE

2 DOCUMENT CAPTURE 3 KEY VALUES Document Capture for Dynamics NAV is an end-to-end solution for scanning, data extraction, registration and archiving of all documents within a corporation. Document Capture is tightly integrated with NAV s Purchases & Payables module giving your company the tools it needs to efficiently handle purchase invoices and approvals AUTOMATED DATA ENTRY Text on paper documents and PDF-files is automatically read and understood by Dynamics NAV using award winning OCR-technology. PURCHASE APPROVAL WORKFLOW End-to-end purchase approval workflow gives you full control over the approval process allowing users to approve invoices with the Dynamics NAV client or a Web browser. DIGITAL DOCUMENT ARCHIVE Storing documents digitally means that you no longer need physical archives and can retrieve your documents in seconds. 2 DOCUMENT CAPTURE 3

3 LET THE PRICE SPEAK FOR ITSELF IMPLEMENTATION & MAINTENANCE 3,750 EUROS FOR DOCUMENT CAPTURE 3,750 euros is for the Document Capture base module which includes the full package for OCR-processing, registering documents, purchase approval workflow with approval through the Dynamics NAV client and digital archiving with easy retrieval. 1,750 EUROS FOR WEB APPROVAL (1 > 19 WEB USERS) This module lets your users approve and manage purchase documents directly from a web browser. With this module you can have up to 19 named web users that have access to the system. 3-4 DAYS IMPLEMENTATION 3 4 days is the average time it takes to implement Document Capture. This may vary depending on the system it needs to be implemented in. Maintenance costs are sometimes forgotten when deciding to implement a new system. We are committed to minimizing the impact on your existing Dynamics NAV system making it easier to implement, maintain and upgrade. For the tech-guys and tech-girls out there, this means that we have only modified a few of the standard Dynamics NAV objects. 2,625 EUROS FOR WEB APPROVAL (20+ WEB USERS) This is the same module as above but is valid for 20 or more named web users that have access to the system. You do not have to buy the 1 > 19 Web User module in order to buy this module. All prices are excluding yearly maintenance fee invoiced by your Dynamics NAV partner. 4 DOCUMENT CAPTURE 5

4 EXCLUSIVELY FOR DYNAMICS NAV A FEW KEY FEATURES Document Capture was designed exclusively for Dynamics NAV which means it is fully integrated and takes advantage of standard NAV features. Your users will appreciate the familiar user interface and the ability to use Document Capture from within NAV. Your NAV partner will like how easy it is to customize Document Capture using the tools and skills they already have. Local or remote document scanning (using existing network scanners). Automatic download and processing of PDF-files without user involvement. Award winning Optical Character Recognition (OCR) Technology. Configurable template engine to handle multiple document types. Intelligent templates. Set up a template for a vendor invoice once and Document Capture will recognize the invoice layout the next time it sees it. End-to-end purchase approval. Automatic matching of purchase invoices to existing purchase orders. Purchase approval through the Microsoft Dynamics NAV client or a Web browser. Easy access to your scanned documents through a digital archive, where documents are indexed and fully searchable. 6 DOCUMENT CAPTURE 7

5 SETTING THE SCENE LOADING INVOICES With its multiple interfaces, Document Capture has the flexibility to meet your business needs. Typical scenarios include: A vendor sends an invoice as a PDF-file. The PDF-file is sent directly to a specific address that your company uses for receiving invoices. Document Capture monitors the address and automatically makes it ready to be registered. A person in a remote office receives an invoice on paper from a vendor. This person scans the invoice on a network attached scanner which automatically sends the scanned invoice in PDF format to the your company uses for receiving invoices. Document Capture monitors the address and automatically makes it ready to be registered. The accounts payable department receives the daily set of purchase invoices in the mail. All invoices are scanned with a desktop scanner directly from NAV. Document Capture automatically processes these invoices and makes them ready for registration. When you re ready to start processing your daily batch of documents, you ll find them waiting for you in Microsoft Dynamics NAV. Document Capture automatically finds the vendor for each invoice and the invoice details are read from the scanned image. SOURCES INTERFACES DYNAMICS NAV Network Scanner PDF Paper PDF-files s Desktop Scanner File Folder DOCUMENT CAPTURE address 8 DOCUMENT CAPTURE 9

6 FROM IMAGE TO NAV WITH NO RE-KEYING APPROVING USING DYNAMICS NAV Document Capture analyzes the document layout and reads the data from the scanned image. It uses the previously defined document templates to put the data into the correct fields in Microsoft Dynamics NAV. You can easily change your templates by highlighting text on the scanned image and linking it to the correct fields. Approving invoices using Dynamics NAV is easy with a familiar user interface. When an invoice requires the attention of an approver, he will receive an containing a link to the Dynamics NAV approval screen where he can quickly get the details of the invoices for approval. 10 DOCUMENT CAPTURE 11

7 APPROVING USING WEB BROWSERS Approving invoices with Document Capture is not limited to users with Microsoft Dynamics NAV everyone can approve. When an invoice requires the attention of an approver, he will receive an containing a link to the approval portal that enables him to view and add comments, change posting lines, approve, reject or delegate invoices. THE DIGITAL ARCHIVE All documents are stored in PDF and TIFF format and can easily be accessed through Microsoft Dynamics NAV or the Document Capture Web portal. From a posted invoice you can get access to the scanned document with just one click. All documents are fully indexed in Microsoft Dynamics NAV, which makes it possible to do a full text search through all document data not just the data which is captured and used in NAV fields. For example, you could search for a specific reference number, item number or serial number. 12 DOCUMENT CAPTURE 13

8 OUR CUSTOMERS ARE UNIQUE SO ARE YOU Document Capture is installed at companies with 5 employees and more than 1000 employees. Some use Document Capture for scanning and archiving documents but without enabling the purchase approval functionality. Some use the purchase approval functionality with more than 750 approvers through the Document Capture Web Approval. Some process large amount of invoices that are automatically matched against existing purchase orders. They all have one thing in common: They have eliminated trivial tasks in their document and invoice processing and can now focus on more productive tasks for their company. The NAV architecture behind Document Capture is great and the web approval runs directly on NAV using Web Services - no replication issues or cumbersome integration. Manually matching hundreds of incoming purchase invoices to existing orders was cumbersome and very time consuming. We needed to streamline the process. With Document Capture all relevant information is recognized by the system and invoices are automatically matched to existing orders. - Søren Rübner, Nordic Manager ERP Systems Our employees find Document Capture easy to use and it saves them from doing a lot of manual work. Implementing Document Capture has been a great investment. - Peter Sørensen, Controller Jeppe Due, Senior Developer IT Operations Navision 14 DOCUMENT CAPTURE 15

9 WA NT TO KNOW MORE? Document Capture is available through your local Microsoft Dynamics NAV partner. Please contact them or get more information from our web site DOCUMENT CAPTURE 16