Let’s say you want to route a batch in the ILINX Capture workflow depending on the value of a certain index. Maybe this is an AP solution and you want to route to a different queue based on document type. Here is the simple way to do that:
As part of the ECM industry, it is important to understand what compound documents are and how they affect you. Compound documents have been an issue in ECM software from the beginning of time. According to wiseGEEK, Compound documents are document files that contain several different types of data as well as text. A compound document may include graphics, spreadsheets, images, or any other non-text data. The additional data may be embedded into the document or be linked data that is resident within the application. You may be asking what that means for you? We all know that basic ECM is scan/store/retrieve, but what happens when you add electronic documents in PDF or MS Word?
This is it. The final installment. The end. Our tunnel of light leading us to the promise land of perfect integrations with Serendipitous Cerebration as our Virgil guiding us through the Malebolge of Content Management.
Once we got what we felt was all of the needed information from the client as to their expectations and requirements. We formulated a solid battle plan, sharpened our keyboards, and forged ahead with a spirit steeled on the principle of “Rat’s Head, Ox’s Neck”.
Serendipitous Cerebration as a problem solving technique can only be applied in the rare cases when normal logical troubleshooting has failed. As much as we hate to admit it, when all logical problem solving avenues have been exhausted and our troubleshooting prowess to a flummoxed state of tentation, this is when we begin to enter the realm where serendipitous cerebration hides in dark, dank crevasses. In reviewing this project, our hopes are that you can see how the process of Serendipitous Cerebration can develop.
I recently worked on a team tasked with a software integration project that connects invoices from between some Accounting software to ILINX® Content Store. The integration software was used for pulling invoice values from both our AP and AR invoices for modifying the image indices for the stored content in ILINX Content Store.
Oracle is rolling out best-practice ERP AP invoice processing solution accelerators as part of their 11g Fusion Middleware offering. Called “adapters”, these ERP software components are available for Oracle E-Business Suite, PeopleSoft, and Siebel.
The accelerators are a mechanism to ensure scanned invoices reach a backend ERP system for final handling even when there are issues in the invoice data gathered using OCR forms recognition during scanning. This allows for minimal user exception handling or intervention prior to each invoice arriving in the ERP system. The idea is to simply load the scanner with invoices, press a button, and then handle the invoices once they arrive in the backend.
In order for this approach to work, Oracle’s solution accelerators use XML documents to contain header and line invoice data. The XML documents are combined with business rules in an Oracle BPEL Process Manager workflow that automatically massages the data into a format that will be accepted by the ERP import functionality such as the Oracle EBS open interface table import. The invoice image resides in the Oracle IPM system.
In the case where data can’t be massaged sufficiently for insert, the invoice is keyed from image from within the BPEL workflow. Invoices that directly insert into the ERP system arrive either ready for validation, matching, payment, coding, etc., or are placed on hold with a hold code and a hold reason code. Some sample hold and reason codes are:
|Purchase Order||PO must be valid and open.
PO vendor must match invoice vendor.
|IPM_INVALID_PO_HOLD||INVALID PO NUM
INCONSISTENT PO SUPPLIER
|Supplier||Supplier is required.
Supplier must exist in vendor master.
Supplier ID and supplier site ID must match.
There are many more business rules that operate on each invoice inside of workflow that meet the requirements of the ERP system.
Oracle has created a flash demo of a scan to EBS process at:
Oracle has also created a PDF document that highlights the E-Business Suite Adapter:
As an Oracle partner, ImageSource has begun to implement these solutions in the field.
Senior Systems Engineer
Every company no matter how big or small has an Accounts Payable department. It may be as small as one person or it may have ten, fifteen or more people. For medium and large companies there are problems that arise with the data entry of all that invoice data and the tracking of all those invoices through the approval cycle. There have been many different methods that companies have created to try and handle both which still lead to missing/late invoices and mistakes during data entry. Methods such as logging the invoices either in a spreadsheet or manually on paper are just some of the types of methods that companies have tried to keep track of where invoices are and how long they have been waiting to be paid. Maybe there is a better way.
Kofax KTM in conjunction with Oracle I/PM provides a solution to these two issues. Kofax provides two software packages to scan and then process documents like invoices. KTM is the processing part and is able to OCR and identify the key fields on an invoice no matter where on the page the data is located. KTM can also validate some of the data against the ERP system the company is running. Fields like PO Number, PO Release, Vendor Name, Vendor Address, Vendor Pay Site, Vendor Payment Terms and other fields can be read from the ERP system and added to the set of data held by KTM. KTM can then pass this data on to Oracle I/PM.
Oracle I/PM is an imaging and workflow software package. Not only does it store the invoice document with the index data entered through KTM, but it also has a workflow module that can track the invoice through the business process so the users can know where in the process the document is sitting. With I/PM workflow the invoice can be routed electronically to the assigned approver for invoice approval that is done on a Form built for workflow. If there are multiple levels that can be handled within the workflow in one of several ways depending on the information available from other systems such as the company ERP system. In addition, I/PM workflow scripts allow a programmer to write code to transfer the data directly into the ERP system through its data import tables. I/PM has been successfully integrated to pass data to JDE F0411Z1/F0911Z1 tables and Oracle EBS Open Interface tables to name just a few. These code scripts are re-usable so we can quickly get them working in your environment. Have we have found, not every company process their AP Invoices in the same manner, so each implementation we do is slightly different than any other, so we need to discover the differences and then modify the form and script code to match.
We at ImageSource can provide the expertise and experience to quickly get an imaging and workflow process into place in your company. Just contact us at http://www.imagesourceinc.com to find out how.
Kofax Transformation Module is one very powerful product once you learn some of its secrets. In this installment I plan to show you two of KTM’s abilities to modify the out of the box functions, Validation Design and Scripting.
The scripting language and class object models of KTM allow you to modify how Extraction works and also how Validation works. In the case of extraction, out of the box KTM does not recognize negative amounts as in the case of a Credit Memo. In order to allow KTM to recognize negative amounts requires the use of a script function. This script is listed in the HELP documentation and is simple to add. It performs the original function of validating that what was extracted from the invoice is indeed an amount and it also validates the amount if the negative sign is present. Another example is during extraction, an amount is not considered valid if it consists of just a decimal point followed by 2 digits, such as “.75”. A lot of invoices are printed in just such a fashion if the amounts are only cents and no dollars are involved. A script of only one or two lines of code is then used to force KTM to recognize the value by adding a zero in front of the decimal point to form the amount of “0.75”. In this manner scripts can be used to add additional validation of the extracted values and to modify the extracted values if necessary. This also applies to field values that are not extracted as we will see in the discussion of Validation. Continue reading