Invoice Creation and Capture - Paper Invoices Creeping Through the Backdoor!

This article considers the true cost of processing paper invoices, examines a variety of e-commerce alternatives and proposes a flexible and innovative solution for the REAL world.

Introduction

Most companies run a pretty tight ship. A typical manufacturing company may have streamlined its staffing costs, reduced the administration overhead, installed, set up manufacturing partners in China and perhaps started selling products and services over the web. They've worked hard to maintain their competitiveness and are proud of their achievements... and so they should be.

But, walk into any company, large or small, and you'll still find an accounts team processing paper invoices. Ok, some of the large organisations have invested heavily in e-Business initiatives, document management software, electronic trading portals or perhaps EDI (Electronic Data Interchange); but when you dig a little deeper there are still paper invoices creeping in through the backdoor. It's often the small suppliers and customers who create the problem. They can't and won't invest thousands of pounds in new technology and business procedures. They don't have the volume, the cash or the inclination to make it work. We all accept that processing a paper invoice is crazy in this day and age, but how do you create a strategy to deal with the real world.

The Small Guy
So here's the problem: we need an e-Business solution which will cope with our largest suppliers but we also need an e-Business solution which will cope with the "Small Guy", a company with 5 employees running Sage Line 50.

What's out there?
Before we can consider a way forward, we need to consider what invoicing methods are already out there. So let's consider the pros and cons of each. The table below isn't designed to be a definitive guide, more a way of considering each option and the suitability to the "Small Guy".

Post Paper Invoices
Cost to Send: High - at least £0.5 per invoice.
Cost to Process: High - Everyone quotes different figures but £10 to £20 to process an invoice isn't far off the mark.
Pros/Cons: Anyone can raise a paper invoice. Simple setup with little technology required. Environmentally unfriendly - paper cost, printing cost and postage. Processing costs are high and automation is difficult.

EDI
Cost to Send: Low - but there can be a transaction charge.
Cost to Process: Low - >£1 per invoice
Pros/Cons: Automated. The use of an agreed standard. Some setup cost both in terms of technology and human input. On-going charges.

Email or FTP of XML files
Cost to Send: Low - no transaction charge (email is free).
Cost to Process: Low - >£1 per invoice.
Pros/Cons: Simple to automate and no transaction charge. High setup cost both in terms of technology and human input. What XML schema do you use? You may have to support multiple schemas.

Email or FTP of CSV, ASCII text or other structured data formats
Cost to Send: Low- no transaction charge (email is free)
Cost to Process: Low - >£1 per invoice
Pros/Cons: Simple to automate and no transaction charge. Low technology cost for sender, but receiver carries the cost of processing. Less reliable than XML.

Web Portal
Cost to Send: Low.
Cost to Process: Low - >£1 per invoice
Pros/Cons: Once setup, the process can be automated and large volumes processed automatically. Can be custom written, which incurs a high setup and maintenance charge.

Data Translation Bureau
Cost to Send: Low
Cost to Process: Low - >£1 per invoice
Pros/Cons: Simple to setup - somebody else does the work! There is normally a setup charge and often a small transaction charge.

Living with Paper
One approach is to accept things as they are and to accommodate paper invoices. In other words, capture the information off the paper and make it available to your AP system (Accounts Payable system). Over recent years, lots of time and effort has been spent on improving document management software and the technology behind scanning and recognition software. The aim of this software is to reliably convert a paper document into electronic text. This type of system combines OCR (Optical Character Recognition) technology and contextual logic which looks for key words within the document and associates them with title data on the document. For example, when you find the word "Date", the data nearest to it is normally a date field. With this knowledge, you can surmise the likely formats and possible values for the field you've just captured and can automatically discount some possible OCR results (e.g. a month value will never be above 12). By combining technologies such as artificial intelligence, multiple OCR engines, and contextual/fuzzy logic, these systems give improved results over the use of fixed OCR templates - some vendors claim character recognition rates > 90%. However, they are costly to purchase and often complex to setup and refine. Many use a knowledge base which must be taught to recognise the type of invoices you receive. No matter how much effort you spend implementing your document management software, no system is 100% accurate and errors will always creep in through all sorts of factors: dirty, crumpled or torn paper, changes to invoice layouts or even scanner faults.

Law of Diminishing OCR Returns
As no document management software system will give you 100% recognition rates, do you double check all of your results or do you accept the odd one will slip through the net. Unfortunately, it's the odd one slipping through the net which costs money to track down. It makes sense to aim for as high a recognition rate as possible, but this type of approach has a major drawback, it follows a law of diminishing OCR returns. The more time and money you spend trying to improve OCR performance, the smaller the increase in recognition.

If your document management software is achieving an 80% recognition rate, you may have to spend £5,000 to achieve a 5% improvement. Once you get to 90%, that same 5% may cost you £50,000.

Paper = Cost
When you look at the costs of creating and processing a paper invoice, one thing jumps off the page at you - COST. Do you spend time and money trying to read paper, or do you invest your time into grabbing it electronically, and processing it through your backend systems with document management software.
On so many levels, environmental, speed, cost and reliability, electronic trading is the way to go.

Electronic Trading - Don't Bully the "Small Guy"?
OK, if you accept some sort of electronic trading makes sense, how do we connect with the "Small Guy" who has no investment in document management software? What's needed is a fresh approach, one which complements the existing infrastructure, but gives us more flexibility. Focusing again on the "Small Guy", 9 times out of 10, he'll use a computer system to create an invoice. So why does he covert his computer data into paper, only for the receiver to convert the paper invoice back into an electronic file, or at least re-key it into an AP system, at the other end?

Stipulating, demanding or even forcing an EDI / customised e-Commerce solution on the small supplier won't go down well. Why should the "The Small Guy" go through the pain and expensive of implementing EDI, when his customer gets all the benefit. The only time this tack works is if you're a very important customer, with a lot of power!

Is there a simple answer everyone's missed so far? No, not that we're aware of! What's needed is a variety of low cost, e-commerce options.

Sensible Options
A responsible partner must offer a number of electronic trading options and a good starting point is to ask what your supplier can deliver. Have they already invested in document management software and if so, what is it capable of?
• Can your supplier send any of the following formats, XML, CSV, EDI format or ASCII text?
• Can you send an Adobe PDF image of your invoice?
• If the answer to the above is no, then it may be worth considering a simple alternative. A simple, low cost "print capture client" is available, which will take printer data and convert it into an electronic format (e.g. ASCII text) which can then be automatically emailed.
• For suppliers without a computer system, provide them with a spreadsheet to fill in, which can be emailed back or perhaps a web portal/HTML form which can capture invoice data.

Thinking Fresh
If you are going to offer a variety of invoicing methods, you need the tools to process these options efficiently. Output management software (e.g. Formate software http://www.formate.uk.com ) is an ideal "document translation hub" to do this.

When used for simple e-Commerce, output management software (OMS) performs 3 major functions, these being:

1. Import - OMS will collect virtually any type of data be it CSV, ASCII Text, XML, EDI files, data in Emails, data from web pages or even MS XLS spreadsheets.
2. Recognise and Validate - OMS will read the data and check what has been received prior to any further action. Errors will be picked up and resolved through a workflow process.
3. Translation - OMS will translate the invoice and make it available for virtually any back-end business system (from SAP to Sage). It will also create human readable copies for a long term archive, which can automatically be submitted to a document management software archive - UK invoices should be kept for 7 years for VAT/TAX legislation.

Some suppliers can only email an image of the invoice in PDF format. In this instance, most OMS systems can extract the PDF attachment from an email and submit it to a document recognition system. It can then be passed through an approval process before archiving into a document management software archive ( http://document-management-software.co.uk/ ). For those suppliers who can only print a paper invoice, there is even a low cost capture client which will take printer data and email it back to the OMS Server for processing.

For companies who already use EDI software, OMS can be used to create human readable copies of EDI transactions (typically in PDF format) and store them into a document management system. Where errors occur in an EDI process, OMS is an ideal way of picking up the error and starting a workflow procedure to resolve the problem.

I'm the Sales and Marketing Director of Document Genetics.

Document Genetics is an established UK based company providing a comprehensive range of document management solutions. We focus on improving document automation, workflow and collaboration within our client organizations, and our range of innovative solutions and specialist services help to save time and money by processing documents and data more efficiently.

Source:http://ezinearticles.com/?Invoice-Creation-and-Capture---Paper-Invoices-Creeping-Through-the-Backdoor!&id=4536329

Implementing a Data Capture System and Choosing the Correct Hardware

Overlooking Critical Hardware Considerations

A server can be the solid foundation of a document capture system, or it can be the thorn in the side for a company and renders a document capture system virtually useless. A successful software implementation is dependent on properly chosen and configured hardware, and a system for capture is no different. So when you're looking at purchasing hardware, a little bit of planning can go a long way toward a successful data capture implementation. And, although every company's server configuration and specs can be different, depending on the size and scope of their data capture implementation, there are some items that should be considered, regardless of the size of the project.

Scalability: Almost any data capture or document management consultant will tell you that scalability is one of the most important, and often overlooked, factors when considering document management or data capture hardware. After a successful document capture system is implemented and rolled out to production, you have to respond with a higher level of server service as more users and documents tax the processing performance and take up memory. Many servers can reach new levels of performance easily if you add more resources, such as processors, disk space, and memory. Other servers can be upgraded to new higher-performance servers without changing any of the software. Our advice is that it is far better to install a server that is at the low end of its capabilities than one that's at the top end -- but make sure that your system is scalable. This allows you to respond to increased usage by adding hardware resources quickly. For instance, you can increase server performance simply by adding more CPU or memory to support the increasing number of capture stations. In a nutshell, hardware scalability is the key to your long term data capture system viability.

High availability, Backup, and Disaster Recovery Plans: We would suggest besides scalability that high availability, data-backup, and disaster recovery plans should be important factors to consider when purchasing hardware and are a small price to pay in the long run for maintaining business continuity. When your environment for your document capture system is a pilot project with only a few users, a server crash won't create too much turmoil among the few users who are working on it. However, when an entire organization depends on the information and resources available on the data capture server, downtime has a significant cost. Having hardware that provides high availability - for instance up-time of 99% or better - will allow for peace of mind. And data back-up as well as disaster recovery plans will as well. Maybe you don't need all three at once, but you need to be aware of all three when budgeting and purchasing hardware for your data capture system.

We all know of projects that should have succeeded, could have succeeded, and might have succeeded but were bogged down with server problems. Without a well-planned server strategy at the core of your data capture system, any return on investment will be much harder to realize. You should plan on spending a lot of time choosing and setting up your server hardware strategy and you should make sure to budget appropriately, keeping in mind scalability and business continuity. You will find it much less expensive in the long run if you plan carefully. Make sure to purchase a server or servers that will perform reliably and will be scalable to support all the users, documents, and functionality that you anticipate your data capture system will handle over time.

Source:http://ezinearticles.com/?Implementing-a-Data-Capture-System-and-Choosing-the-Correct-Hardware&id=3807818

Paper Based QA Data Capture Versus Computer Based Alternative

Paper-based data capture systems have many disadvantages however there are one or two benefits too. Listing the disadvantages first these include:

•     They need a steady supply of consumables such as pens, ink, toner, staples, file dividers, file tabs, archive boxes and electricity.
•     Because they rely on good handwriting skills they are often illegible.
•     Entry fields are often too small for their contents especially if the user writes in large script.
•     Pieces of paper can be easily lost, misplaced or mis-filed and once lost the original is irretrievable
•     Paper documents can easily be damaged especially if they are retained within wet factory environments
•     Paper documents need physical storage space, filing cabinets and archive stores which can retain the documents in dry and pest proofed conditions.
•     People can inadvertently forget to complete trace-ability information such as dates, times and signature fields.
•     People can accidentally put the wrong data into the wrong fields.
•     Paper documents usually need to be carefully checked, collated and filed
•     Because of space limitations, paper forms may need to be on more than one form thus doubling or even tripling consumable consumption.
•     Calculated entries may be required or data may need to be checked against upper and lower tolerances. Doing this manually can easily lead to error.
•     If a paper document is required to be sent to an interested party it would have to be scanned into a pdf format before sending.
•     Errors can easily occur where products need to be manually graded against multiple specifications ie A grade, B grade, C grade etc.
•     Errors can easily occur where hand written forms rely on the writer to detect, highlight and react to out of specification results.
•     Direct statistical analysis of data captured on paper is almost impossible without someone tapping the data into a spreadsheet or database, or using expensive optical character recognition (OCR) services or software to convert it first.
• Advantages of paper data capture systems include:
•     A computer terminal is not required to be present at the point of use.
•     Paper data capture systems cannot crash like a computer can
•     Very little training is required in the use of a paper form
• Disadvantages of a computer-based data capture system includes:
•     A computer terminal is required at the point of use.
•     Computers can crash and lose data
•     Some initial training may be required in using the system
• Advantages of a computer-based data capture system include:
•     Computer systems consume low levels of consumables because there is no need to print out finished reports.
•     Typed data is always legible.
•     Input fields for electronically entered data can auto wrap to allow extra room for larger pieces of data while retaining legibility.
•     Robust automatic backup systems which duplicate data on two different media can make computer stored documents very secure.
•     If an electronic data file is accidentally moved (drag and drop) it can be easily found using standard computer search technology.
•     Electronically retained documents are usually printed out in an office environment. If they become damaged it is easy to simply reprint another one.
•     Electronic data takes up comparatively little physical space.
•     Electronic systems can include robust login systems to capture responsibility signatures and other login specific details
•     Simple data validation to make input errors unlikely.
•     Electronic systems can be made to read barcodes on user ID cards.
•     Computer based systems can easily lock date and time fields automatically ensuring important trace-ability data is not lost.
•     Computer captured data doesn't need to be manually filed as the system should save its data automatically. Computer captured data can also be auto archived after a certain user defined period.
•     Because computer captured data is of uniform character size more data can fit onto an A4 size printed form while retaining legibility.
•     Computers can automatically check entries against stated tolerances and auto calculate fields without error.
•     Electronic documents can be e-mailed to interested parties without having to be copied or scanned first.
•     Computers can auto grade product results against complex multiple specifications easily.
•     Computers can easily highlight out of specification results making sure none are accidentally missed.
•     Electronically captured data can easily be locked to prevent further editing or erasure.
•     Electronically entered data can be automatically validated and blocked if the wrong kind of data has been input.
•     Electronically collected data can be easily collated and analysed without the need for further processing.

All in all there are many more advantages to using computerised data capture over paper-based systems. However, many people still do not 100% trust computers. We have all lost data from time to time but this is usually with software which allows the user the option of switching off auto backup features. A well designed system should be both easy to use and data safe.

Source:http://ezinearticles.com/?Paper-Based-QA-Data-Capture-Versus-Computer-Based-Alternative&id=7354368