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A utomatic D ocument C apture

A utomatic D ocument C apture. 10-11-2010. ADC. Intro Struik Why automated invoice processing? Required Software Short Demo Challenges Questions?. ADC. Intro Struik Why automated invoice processing? Required Software Short Demo Challenges Questions?. Struik Foods Europe N.V.

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A utomatic D ocument C apture

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  1. Automatic Document Capture . 10-11-2010

  2. ADC • Intro Struik • Why automated invoice processing? • Required Software • Short Demo • Challenges • Questions?

  3. ADC • Intro Struik • Why automated invoice processing? • Required Software • Short Demo • Challenges • Questions?

  4. Struik Foods Europe N.V. One of the greatest kitchens in the world!

  5. Introduction to Struik Foods Europe • Founded in 1950, 100% Dutch family owned company • Strong acquisition track record • Production facilities and sales/marketing offices across Europe , employing app. 700 people. • Ready for EU regulations on Food safety of 2015, and beyond. • Broad product portfolio • Strong focus on A-brands as well as own label products • Dedicated focus on innovation and development.

  6. Active across Europe

  7. Meeting all requirements: EC food safety legislation HACCP BRC - A-Grade EFSIS TPM IFS - Higher level Struik Foods Voorthuizen IFS: International Food Standard BRC Global Standard for Food Safety Stichting Skal Bio Controle Halal Sanitation audit US Army State-of-the-art production facilities

  8. Struik Foods Belgium/Chillfis IFS: International Food Standard BRC: BRC Global Standard for Food Safety Halal Sanitation audit US Army Struik Foods Deutschland IFS: International Food Standard BRC Global Standard for Food Safety State-of-the-art production facilities

  9. Our most important consumer brands • Struik • Ye Olde Oak • Struik Berlin • California

  10. Our brandsStruik Struik represents real Dutch and reliable quality. Struik products form the basis for the most delicious recipes and menus in kitchens throughout The Netherlands • Very well known brand, awareness >80% • Broad product portfolio • Brand and marketleader in various categories • In 2010 winner of various “Best introduction Awards” • FoodAward • Wheel of Retail • Voted “Best Tomato soup of the country”

  11. Our BrandsYe Olde Oak Ye Olde Oak is one of the most prominent brands in Great Britain. Ye Olde Oak supplies a large assortment of high quality, tasty hotdogs, cold meats and ready meals, being a easy and affordable solution for many occasions, adding to a lot of happy moments. • Very well known brand, awareness >80% • Very high household penetration • Broad product portfolio • Brand- and market leader in a/o Hotdogs

  12. Our BrandsStruik Berlin Struik Berlin offers a large assortment of high quality stocks, Soups and Éintöpfe (stews) all across Germany. All products are produced according to authentic German recipe. • Struik Berlin, since 2009 • Real challenger brand • Broad portfolio, covering most typical German varieties • Huge ambition and potential

  13. Struik Foods Europe N.V. One of the greatest kitchens in the world!

  14. ADC • Intro Struik • Why automated invoice processing? • Required Software • Short Demo • Challenges • Questions?

  15. Why automated invoice processing? • Personal copies: Eliminate • Manual keying: Eliminate • Registration and allocation: Reduce costs • Late payment penalties : Eliminate • Verification and validation: Reduce costs dramatically

  16. How to automate invoice processing • Data Collection • Receive paper and electronic invoices. Paper invoices run through enterprise capture and e-invoices through consistency checks. • Transfer into M3 and process • Checks + validations against M3 data. Allows for automated posting

  17. ADC • Intro Struik • Why automated invoice processing? • Required Software • Short Demo • Challenges • Questions?

  18. ADCRequired Software • Software: • ReadSoft INVOICES • Scanning Module • Interpretation • Verification • Transfer • Optimization • ReadSoft COLLECTOR • MS SQL Server 2000 of 2005 • Windows XP (Workstation)

  19. ADC FlowScanning ReadSoft INVOICES

  20. ADC FlowCollector • COLLECTOR COLLECTOR system INVOICES Mailboxesor folders Manager COLLECTOR client installation Mailserver Interpret Verify Transfer COLLECTOR database

  21. ADC • Intro Struik • Why automated invoice processing? • Required Software • Short Demo • Challenges • Questions?

  22. ADCShort Demo Scan Interpret Verify Transfer

  23. ADC Short Demo Readsoft Invoices In the scanning phase, the paper invoices are digitized into TIFF images.

  24. ADCShort Demo Scan Interpret Verify Transfer

  25. ADCShort Demo In the interpret phase the scanned invoices are verified and connected to the right supplier and division.

  26. ADCShort Demo Interpret is ready. Next step is the verification of the scanned invoices.

  27. ADCShort Demo Scan Interpret Verify Transfer

  28. ADCShort Demo Scanned invoice on screen and around the recognized parts of the invoice are squares.

  29. ADCShort Demo

  30. ADCShort Demo By choosing the different parts of the invoice, the place is marked on the scanned invoice. In this case we choose the purchase order number. In case of false interpretation we can change this value.

  31. ADCShort Demo When all the information is checked and there are no more errors, the invoice can be approved by clicking on the “Approve” button. C

  32. ADCShort Demo Scanned, interpreted and verified invoices are now ready to be transferred to the AP module of Movex. Scan Interpret Verify Transfer

  33. ADCShort Demo M3 API Readsoft Invoices Movex API’s are used to transfer the data to the M3 database

  34. ADCShort Demo After the transfer from Readsoft the Invoice is in M3 (not yet updated to AP) and can be found using the program APS050. Before we update this invoice to GL we check if all the data is correct

  35. ADCShort Demo In case of errors or warnings, we can change or accept the error/warning.

  36. ADCShort Demo With a click on the “Document” button we can view the image of the invoice. An external Windows program is used to view the TIFF-image In this case MS Office Document Imaging is used and all the pages are included in the TIFF-image. Note: Each PC that wants to do this needs to have a special DLL registered, otherwise it will not work.

  37. ADCShort Demo When all data is correct, we can update the invoice to AP, so the invoice will be visible in AP.

  38. ADC – Short Demo After Update Before Update After the invoice is updated, it also have a voucher number

  39. ADCShort Demo Invoice is now in AP and follows the ‘normal’ flow of approval etc, with this advantage: Each person that must approve the invoice can view an image of the invoice on his/her screen.

  40. ADCShort Demo Invoice is approved for payment

  41. ADC • Intro Struik • Why automated invoice processing? • Required Software • Short Demo • Challenges • Questions?

  42. ADCChallenges • Standard installation MS SQL Database • ‘Full Logging’ on Database • Disk space problems • Images (at first) not reachable from users via WAN • All images accessible by all users (Security issue) • PO and Invoice not belonging to the same division • Intranet page created for check • Credit notes not recognized as “a credit note”. • Target: receive more invoices “electronically” • PO’s for ALL deliveries

  43. ADCQuestions? ?

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