With Xcellerate IT’s platform, Accounts Payable processes are automated and streamlined along the entire invoice lifecycle. Invoices are captured and digitised at the point of entry, transformed into retrievable information and routed around the organisation for approval.
The Kofax Capture engine classifies, extracts and validates metadata down to the line-item level to ensure the highest data accuracy. The detection of potential recognition errors in the invoice process helps to significantly reduce risk and ensures that only accurate data is submitted to the ERP system.
e5 manages the review, coding and approval process that is required for non-PO invoices, pre-approved invoices, supplier maintenance, and PO based invoices that require exception handling for approval.
1. Scan Module: (attended module)
The Kofax Scan module is the first step in the capture process. It is used to create batches, scan and import documents and edit the contents of batches. After the batches are created, they are entered into temporary storage in the Kofax Capture system, making them available for processing by subsequent modules.
2. Recognition Module: (unattended module)
Extracts data from those images and populates predefined index fields. Invoice header information, e.g. ABN, invoice number, invoice date, invoice total, etc, will be automatically extracted from the scanned images by the Advanced Recognition module KTM. Database look-ups can be automatically performed to enable compliance checks and to return information held within an ERP system.
3. Validation Module:(attended module)
The Kofax Validation module enables users to correct the data captured once the document has passed through the recognition module. The screen enables users to view the image of the scanned document and correct the values that have been targeted for extraction.
4. Release Module: (unattended module)
Once the invoices are scanned, processed through the recognition module and validated, the images and extracted/corrected data are then passed to the Release Module where they will be collated into a Batch Import file for release to e5 workflow or directly to an ERP system. The image is placed into a dedicated repository as to be available for viewing at any point throughout the invoice life cycle. This repository could, for example, be SharePoint or a directory on a share drive.
Where e5 is deployed as the work management engine:
5. e5 Launch Module
Any number of queues can be established into which Kofax, web form data or even line of business exceptions can be released. e5 detects these requests and creates the appropriate type of work based on the content and type of the data being released. Each new item may create a new piece of work or combine with an existing in-process workflow.
6. e5 Work Allocation Management
e5 provides a web based work management platform to route tasks and documents across the organisation for coding, delegation of authority and approval. Each step in the approval process can be checked to ensure KPI’s are met and each invoice is processed on-time. When invoices have completed the approval process an export filewill be generated for an import to ERP system such as J D Edwards.
e5 supports both a List model for viewing and selecting work as well as a Push delivery model designed to optimize the execution of work against service levels.
7. e5 SLA Monitoring
Task steps and the overall approval process provides monitoring against a configured set of Service Levels. This provides management with a complete view of all outstanding work and its progress.
8. e5 Email Handling
Inbound emails can be automatically captured and may trigger new work or be added to existing work. Using email templates outbound emails can be generated. The replies can, in turn, be captured and stored against the e5 work item.
9. e5 Document Generation
Microsoft Word templates can be designed to merge any of the associated data to automatically create outbound communications. Each generated document is stored against the e5 work item. The tight integration between e5 and SharePoint and between SharePoint and Microsoft Office provides further sophistication to the document management process.
10. Microsoft Rules & Workflow
Underneath the e5 framework are the Microsoft Rules and Workflow engines. These powerful technology platforms allow complex logic to be created and amended far quicker, easier and cheaper than traditional methods, and do not require the same technology skills as programming.
11. Microsoft SharePoint
As a Portal platform SharePoint provides security, document management, collaboration and many other features to allow you to expand on your e5 process improvement. As a place to store Policies and Procedures, Training Guides and broadcast Announcements even the free version of SharePoint is powerful and supports a flexible web architecture.
With Xcellerate IT’s platform, Accounts Payable processes are automated and streamlined along the entire invoice lifecycle. Invoices are captured and digitised at the point of entry, transformed into retrievable information and routed around the organisation for approval.
The Kofax Capture engine classifies, extracts and validates metadata down to the line-item level to ensure the highest data accuracy. The detection of potential recognition errors in the invoice process helps to significantly reduce risk and ensures that only accurate data is submitted to the ERP system.
e5 manages the review, coding and approval process that is required for non-PO invoices, pre-approved invoices, supplier maintenance, and PO based invoices that require exception handling for approval.
1. Scan Module: (attended module)
The Kofax Scan module is the first step in the capture process. It is used to create batches, scan and import documents and edit the contents of batches. After the batches are created, they are entered into temporary storage in the Kofax Capture system, making them available for processing by subsequent modules.
2. Recognition Module: (unattended module)
Extracts data from those images and populates predefined index fields. Invoice header information, e.g. ABN, invoice number, invoice date, invoice total, etc, will be automatically extracted from the scanned images by the Advanced Recognition module KTM. Database look-ups can be automatically performed to enable compliance checks and to return information held within an ERP system.
3. Validation Module:(attended module)
The Kofax Validation module enables users to correct the data captured once the document has passed through the recognition module. The screen enables users to view the image of the scanned document and correct the values that have been targeted for extraction.
4. Release Module: (unattended module)
Once the invoices are scanned, processed through the recognition module and validated, the images and extracted/corrected data are then passed to the Release Module where they will be collated into a Batch Import file for release to e5 workflow or directly to an ERP system. The image is placed into a dedicated repository as to be available for viewing at any point throughout the invoice life cycle. This repository could, for example, be SharePoint or a directory on a share drive.
Where e5 is deployed as the work management engine:
5. e5 Launch Module
Any number of queues can be established into which Kofax, web form data or even line of business exceptions can be released. e5 detects these requests and creates the appropriate type of work based on the content and type of the data being released. Each new item may create a new piece of work or combine with an existing in-process workflow.
6. e5 Work Allocation Management
e5 provides a web based work management platform to route tasks and documents across the organisation for coding, delegation of authority and approval. Each step in the approval process can be checked to ensure KPI’s are met and each invoice is processed on-time. When invoices have completed the approval process an export filewill be generated for an import to ERP system such as J D Edwards.
e5 supports both a List model for viewing and selecting work as well as a Push delivery model designed to optimize the execution of work against service levels.
7. e5 SLA Monitoring
Task steps and the overall approval process provides monitoring against a configured set of Service Levels. This provides management with a complete view of all outstanding work and its progress.
8. e5 Email Handling
Inbound emails can be automatically captured and may trigger new work or be added to existing work. Using email templates outbound emails can be generated. The replies can, in turn, be captured and stored against the e5 work item.
9. e5 Document Generation
Microsoft Word templates can be designed to merge any of the associated data to automatically create outbound communications. Each generated document is stored against the e5 work item. The tight integration between e5 and SharePoint and between SharePoint and Microsoft Office provides further sophistication to the document management process.
10. Microsoft Rules & Workflow
Underneath the e5 framework are the Microsoft Rules and Workflow engines. These powerful technology platforms allow complex logic to be created and amended far quicker, easier and cheaper than traditional methods, and do not require the same technology skills as programming.
11. Microsoft SharePoint
As a Portal platform SharePoint provides security, document management, collaboration and many other features to allow you to expand on your e5 process improvement. As a place to store Policies and Procedures, Training Guides and broadcast Announcements even the free version of SharePoint is powerful and supports a flexible web architecture.