Eliminate manual vendor invoice processing through SapphireOne PDF capture

Macworld Australia Staff
24 March, 2017
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SapphireOne’s PDF capture function can help you streamline daily accounting tasks. Currently, not many vendor invoices are processed through Electronic Data Interchange (EDI), which means that the majority of vendor invoices are still received as paper or PDF documents. This makes the processing of capturing the data from a vendor invoice slow and inefficient. Mistakes in classification and data entry lead to late payments, missed discounts, deteriorating relationships with suppliers and cost overrides.

Invoice processing made easy via PDF capture

The total task of invoice processing includes sorting documents, manual data entry and archiving invoices can be a burden on the business. With SapphireOne PDF capture these negative effects can be easily avoided. SapphireOne uses the Optical Character Recognition (OCR) technology in PDF capture function that takes a paper document, usually an invoice, scans and “reads” it and turns it into metadata that can be used to populate fields in a database.

SapphireOne’s PDF capture solution will streamline your daily accounting tasks, eliminate time consuming pre-sorting of vendor invoices and supporting documents, improve data accuracy and free personnel from doing manual keying. This ensures data integrity with automatic rules and validations.

Automated vendor invoice capture is a complicated task because the position of data fields (e.g. company name, vendor invoice, total price etc.) that are to be extracted varies greatly from one form to another. Data may be positioned anywhere on the page and it can include columns arranged in different order. The logic driving SapphireOne’s PDF capture function imitates human reason. For example, to look up the number on a vendor invoice, a person would look for the keywords which determine the meaning of the value such as invoice, invoice number, invoice ID etc. Usually the value will be somewhere next to or below these keywords. In most cases SapphireOne PDF capture is able to identify keywords, find the data and populate in the SapphireOne database automatically. SapphireOne PDF capture allows the correct capturing of data from the majority of vendor invoices.

If PDF capture comes across different types of PDF files or keywords that it is not familiar with, the operator then can simply draw a box around that keyword and the program will file it into the SapphireOne database.

This new functionality of SapphireOne, the PDF capture, will help your organisation to reduce the cost of vendor invoice processing and improve relationships with your key vendors.

To get more information about SapphireOne’s PDF capture vendor invoice processing, request a demo by visiting www.sapphireone.com.

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