Automatic Document Capture

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10-11-2010

ADC

• Intro Struik

• Why automated invoice processing?

• Required Software

• Short Demo

• Challenges

• Questions?

• Intro Struik

• Why automated invoice processing?

• Required Software

• Short Demo

• Challenges

• Questions?

ADC

Struik Foods Europe N.V.

One of the greatest kitchens in the world!

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.

Active across Europe

State-of-the-art production facilities

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

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

Our most important consumer brands

Our brands

Struik

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”

Our Brands

Ye 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

Our Brands

Struik 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

Struik Foods Europe N.V.

One of the greatest kitchens in the world!

ADC

• Intro Struik

• Why automated invoice processing?

• Required Software

• Short Demo

• Challenges

• Questions?

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

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

ADC

• Intro Struik

• Why automated invoice processing?

• Required Software

• Short Demo

• Challenges

• Questions?

ADCRequired Software

Software:• ReadSoft INVOICES

• Scanning Module• Interpretation• Verification• Transfer• Optimization

• ReadSoft COLLECTOR• MS SQL Server 2000 of 2005 • Windows XP (Workstation)

ADC FlowScanning

Supplier invoices

Scanner

Eyes & Hands Invoices

TXT fileMovex ADC

MVXDTA

Invoice im agesIm age folder

ReadSoft INVOICES

ADC FlowCollector

• COLLECTORCOLLECTOR COLLECTOR

systemsystemINVOICESINVOICES

Mailserver

COLLECTOR client installation

Mailboxesor folders

COLLECTOR database

Manager

VerifyInterpret Transfer

ADC

• Intro Struik

• Why automated invoice processing?

• Required Software

• Short Demo

• Challenges

• Questions?

ADCShort Demo

Scan Interpret Verify Transfer

ADC Short Demo

Readsoft Invoices

In the scanning phase, the paper invoices are digitized into TIFF images.

ADCShort Demo

Scan Interpret Verify Transfer

ADCShort Demo

In the interpret phase the scanned invoices are verified and connected

to the right supplier and division.

ADCShort Demo

Interpret is ready.Next step is the

verification of the scanned invoices.

ADCShort Demo

Scan Interpret Verify Transfer

ADCShort Demo

Scanned invoice on screen and around the recognized

parts of the invoice are squares.

ADCShort Demo

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.

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

ADCShort Demo

Scanned, interpreted and verified invoices are now ready to be

transferred to the AP module of Movex.

Scan Interpret Verify Transfer

ADCShort Demo

Movex API’s are used to transfer the data to the M3 database

Readsoft Invoices

M3 API

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

ADCShort Demo

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

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.

ADCShort Demo

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

ADC – Short Demo

Before UpdateAfter Update

After the invoice is updated, it also have a voucher number

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.

ADCShort Demo

Invoice is approved for payment

ADC

• Intro Struik

• Why automated invoice processing?

• Required Software

• Short Demo

• Challenges

• Questions?

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

ADCQuestions?

?