Documation’s invoice scanning software gives you the ability to produce high quality images in the fastest possible time.
It’s a high-speed solution that works with a wide variety of scanners to produce PD0008 compliant images easily and flexibly. The scanning software provides a wide range of options so that it can be tailored to match your existing business processes and fits within your business. This, and one click scanning minimises your training requirements. With a whole range of quality control options you can be assured of excellent quality images every time.
How does it work?
Documents are scanned in batches (one or more documents/pages) and are separated using the criteria that are most suitable for your business – paper size, colour etc. Documation invoice scanning removes the need to use separator pages as documents can be separated more efficiently using barcodes or batch codes. You can also separate documents after scanning using the advanced software capabilities.
Ease of use
On selection of a particular batch type, a predetermined scan profile is automatically chosen to provide the best quality images for that document type. However, if you have scanned an invoice or other document type that does not fit the scan profile selected, amendments can be made “on-the-fly” and saved for future use – giving the opportunity for the software to “learn” your unique document types.
Flexible processing
Selecting a particular case type will also select the predetermined workflow process based on your existing business rules. For example, an invoice will follow a different workflow route to a correspondence document. With Documation, multiple document types can be processed using one system at the same time.
Once the case type has been selected it couldn’t be easier for the operator. They simply have to select “Start scanning”. The operator can view each of the documents on screen as they are scanned for immediate quality control. If you are scanning invoices in a high production environment you can also make quality control a separate stage to avoid any disruption to the high-speed scanner. Documation invoice scanning is also compatible with Kofax VRS.
In-built quality control
Once the images have been scanned their position within a batch can be easily amended with a simple click-and-drop facility. The operator can add pages, replace pages and delete pages as necessary to ensure that all the documents are in the correct order and have the correct number of pages. The software provides a wide range of image enhancements including brightness and contrast adjustments, variable dpi, despeckle, deshade, filter modification, deskew, and document cropping.
It is also possible to review each page within the batch. The software allows the operator to easily skip through the batch, zoom in and manoeuvre the document to view specific areas. You can also rotate the documents instantly. All of these features ensure that you get the best quality images in the least amount of time.
The solution enables you to comply with BIP0008 standards which means that you don’t have to keep the original paper documents. This reduces your storage requirements and improves document security. BIP0008 features include the ability to add tags to the document, such as, “Copied for Scanning” or “Photo Reduction Used”. These comments are then added to the audit trail and can be easily viewed via the workflow history.
When the batch is completed the operator selects “Stop Scanning”. The batch can either be moved onto the next stage or placed in a workqueue for further action by another operator. Comments, deadline dates, priority levels and configurable escalation rules can be added to ensure the next task is completed effectively.
Benefits of invoice scanning
- Flexible – reflects your business documents
- Supports BIP0008 compliant
- Easy to design and customise
- Intuitive- one click to start and stop scanning
- Reduction of time spent on batch preparation
- Multiple access to system while maintaining high security
- High speed operation
- Scaleable – any number of document types, any number of documents, any number of scanners
- Quality control is integral to the product
- No disruption in a high-speed production scanning environment
Find out more about invoice scanning and how it makes up part of our Invoice Management Solution (IMS).
