Making the Move to Intelligent Capture

Making the Move to Intelligent Capture

Making the Move to Intelligent Capture

Intelligent Capture helps companies transcend typical capture bottlenecks that have kept them from adopting complete end-to-end automation for document-based processes. To initiate any process such as accounts payable or claims processing, you need data. In reality, getting access to transaction and source documents was time-consuming due to the inefficient capture methods used— documents from diverse sources would be manually entered, scanned, uploaded, or emailed into a system. Manually uploading documents of disparate types/formats from disparate sources introduces inefficiencies and reduces tasks along the data capture and management stream to siloed operations.

A Single Capture Solution for Better Cash Flows

Intelligent capture eliminates siloed operations and brings all document process control onto a common platform, without the need for constant manual intervention. The best part is, the RoI from investing in intelligent document capture technologies is positive and quick. A good example would be this food processing unit that was struggling to capture its proof of delivery (POD) documents, which amounted to 40000 per month. The company, which deals primarily in dairy products, collects copies of daily delivery notes and sends it to their customer service department for sorting and filing. Collecting paper PODs from various disparate locations and drivers gave rise to an in-and-out system that went unregulated. Also, there were instances when the paper documents were lost, damaged, or filed very late upon arrival at the customer service center, costing the company in delayed invoice generation and payments collection, or reprocessing in case of incorrect or late data entry. There was another problem too. Manually scanning every proof of delivery document and validating it against records in their SAP ERP system took up a lot of time. Given these challenges and inconsistencies, the accounts receivable staff always ended up delaying creation of invoices, which in turn impacted timely revenues and cash flows.

Intelligent Data Capture Use Case

Making the Move to Intelligent Capture

The dairy food processor turned around its sloppy accounts receivable process by introducing an intelligent capture technology to automate document capture as well as processing. This software is designed to integrate with a host of ERP, ECM, and accounting systems to establish a complete end-to-end document processing solution for any document type. Today, the company can handle more than 40000 deliveries per month without addition to their headcount. Using the intelligent document capture technology, they are able to automatically batch scan over 19 different types of documents! The software is not only a capture solution but designed for process automation— documents are instantly captured from any delivery point, after which, the data is automatically extracted with the help of pre-trained intelligent automation bots. A workflow is assigned to the extracted data to initiate process automation of tasks including classification, data validation, and approval before automatically indexing the approved data with the appropriate metadata, and then filing in their document management system.

Intelligent capture reduces instances of missing or damaged documents as it records business data from the edges of the organization and enters it into the intelligent document processing workflow within the company’s ERP/ECM or document management ecosystem. This improves compliance and regulation at the data capture level itself, saving companies in incorrect data entry and processing costs.

Some of the features that differentiate intelligent document capture technology from traditional scanning & capture methods:

  • Intelligent Capture: the solution is designed to accommodate different capture methods including scanners, ftps, emails, fax, etc.
  • Image Preprocessing: Document preparation accounts for almost 50% of the entire document capture process. Difficulties arise when the document images and text are damaged or unclear, and require modification. Image preprocessing techniques including auto-rotation, de-skewing, color restoration, blank page removal, etc. are applied to enable easy document classification for automatic data extraction, which is the next step.
  • Intelligent Data Extraction: the capture market today includes advanced OCR/ICR and machine learning technology that is used to recognize text patterns and intelligently extract data from captured documents. The advantage with these capture technologies is that the extracted text is automatically converted into ASCII or xml characters that can be used for further processing & entering into a line-of-business application or ERP/ECM.

Start to automate your document management process by having in place an intelligent capture solution that will reduce your dependence on manual data entry, sorting, and filing.

Consult with Artsyl on integrating intelligent capture software with your line-of-business application for achieving the required business outcomes.

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