Processing Accounts Payable Documents with CapturePoint

Hello, this is Mike with Ademero, and we’re going to talk a little about processing accounts payable documents today with our software application, CapturePoint. We’ll start with a quick PowerPoint slide to tell you a little bit about what CapturePoint is, then we’ll get into a quick demonstration.

CapturePoint is an advanced capture software. This software is designed to be able to scan documents of many different types, where the software then uses its world-class OCR technology to intelligently index those documents. That means classifying them and determining things like what department it belongs in, what kind of document is it; is it an invoice, or a purchase order, or some other supporting document? It also extracts key values to make those documents more useful, making it easier to find them by taking index information like invoice numbers and amounts and then push that information into a database like Quickbooks, Sage Accounting Software, MS Dynamics, and more.

Jumping into our demonstration, we’re looking at the capture screen of CapturePoint. You can scan with any type of hardware; you might use desktop scanners, or network production scanners, or even a conveniently placed office copy machine to scan documents directly into CapturePoint and have it automatically recognize and intelligently index those scanned documents.

We’ll bring in a small batch of sample documents to see how this capturing process works. Within a few seconds the software will automatically recognize these documents. As we page through these I’ll explain briefly how this works. Our first document is recognized as an Accounts Payable Invoice. On the left you can see the orange bar that marks the document boundary showing the leading edge or first page of this document. As we look at the next document we see a second document boundary showing that they are two separate documents coming from separate vendors. However, CapturePoint does batch scan and can even deal with multi-page documents which you see in our next sample document. A little further in the group we just scanned in we see some supporting documents with the last invoice that include a packing list and a purchase order. The software recognized automatically in seconds what these documents are and just how to group them.

Looking back at the top of the screen we see several additional tabs for Classifying and Indexing. Classification is determining what the department is, like Accounts Receivable or Payable or Project Documents, etc. Then determining what type of document it is, like an invoice or PO for example. In this case, it’s important to know the vendor as well because one vendor’s invoice can be laid out completely different from the next which works with ensuring we get the right index information each time.

On the Index tab at the top you’ll see this particular document’s fields of the left of the screen. We’ve identified five fields that we want to extract each time for this type of document; Invoice Number, PO, Vendor, Invoice Date, and Total Amount. These values were extracted automatically and even as I move from invoice to invoice, from one vendor to another, CapturePoint has grabbed these index values automatically; even when this information is found in a completely different area of the document or is laid out differently as well. In some cases we see the Total Amount is grabbed from a second page since it’s not on the first, or we can see that a date has been converted. On this example we see the date in the upper right is text which was converted to a numerical format for consistency. As we move to one of our supporting documents we see that the values we extract can be totally different based on the type of document. Since CapturePoint’s identifying that document type, it knows the correct location and what values to extract each time.

Back at the top, let’s take a look at the Export tab and talk about a typical export process for a user. Typically, users will scan documents in and let the system do what it’s designed to do automatically and then go straight to the Export tab with no need to page through these other areas at all. Another great thing is that if there were any exceptions in this batch, which we did see when we were paging through our examples, there will be a notification letting the user know to take a look at those before exporting.

Let’s take a look at those exceptions now. We’ll be directed to those specific documents where we’ll see the flagged value. We’ll take a quick look and determine that the value is correct and let the system know with a quick click. If we want to zoom in to look closer at the document we have additional tools for that to better review these exceptions. Now that they’re all reviewed, we’re now able to export these documents to their final location.

CapturePoint then sends these documents on to their final location. CapturePoint can send to a document management software; Content Central for instance. Or to Sharepoint, a folder structure, or it can even build folders for you… there’s many different export options which we’ll cover in another video. If you have any questions or you’d like to learn more about this product, please visit us at https://www.ademero.com/document_imaging_software/ to schedule a customized demonstration today.

Thank you and be sure to check out our other videos located at https://learn.ademero.com/videos/