Swinburne has a strong reputation in Australia and overseas as a provider of career orientated education and as a university with a commitment to research. The University maintains a strong technology base and important links with industry, complemented by a number of innovative specialist research centres which attract a great deal of international interest.

The University receives and processes approximately 4,000 supplier invoices per month. The Accounts Payable department required a scanning system that scans the invoices and captures the relevant data in order to reduce data entry time.

Xcellerate IT ensured that the business requirements were captured into a formal document by interviewing the stakeholders and the concerned staff. The Customer Requirements Document was reviewed by Swinburne University personnel for its accuracy.

To ensure the best possible integration with Swinburne University's Financial System, the Accounts Payable invoice scanning system had to be seamlessly integrated with TechnologyOne Financials.

Xcellerate IT also had to ensure the optimal fine-tuning of all Optical Character Recognition profiles in order to guarantee the highest possible accuracy rates for the whole solution.

Xcellerate IT developed the scanning solution using Kofax Ascent Capture software with its advanced invoice extraction module called Xtrata Pro. Business rules were implemented within the software so that the data sent to the financial system is accurate. Some of the rules implemented were: Invoice Duplicate Check, ABN Lookup, and Support for Sundry Invoices. The exception conditions were detected and were sent to the financial system as comments. Below is a screenshot showing the validation screen developed for Swinburne University. CLICK HERE TO ENLARGE