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automation

Oct 18 2022

DMS

dms
18. October 2022 from Leni

DMS

More transparency, more time, more money, more space,…


These are all goals that a company should set for itself in this era of digitalization, because they are definitely achievable. You may be asking yourself now “How do I create more transparency in my company?”‘ “How do I create more space in my office and more money and time at the same time?” 

A digital document management system (DMS) can help you achieve these goals. DMS refers to a database-driven management of electronic documents, which includes scanned documents such as an invoice or contract. It enables a high level of accessibility (independent of location and time) and secure archiving of documents (GoBD-compliant) within an organization.

A digital archive can replace a paper archive to a large extent and thus saves the tedious and above all space-consuming storage of folders. This leads to more space in the office and less storage space for the archive, which in turn leads to more money. 

To ensure that documents can be retrieved quickly and reliably, two functions are particularly helpful. The effective tagging of documents and the scanning of documents using OCR. 

But not all DMS software has the ability to scan documents using OCR, and when it does, it’s often limited. Does this mean I need new DMS software? – NO – just use DOC². DOC² can be seamlessly integrated into your existing DMS software and then takes over this task in a highly automated way. DOC² automatically imports and classifies your documents, from invoices to medical certificates. It has AI swarm intelligence. 

dms

Image credit: Header & post image from DilokaStudio on Freepik

Written by Stephanie Propstmeier · Categorized: automation, DOC², English, Machine Learning · Tagged: digitization, DMS, DOC², OCR, paperless, progress

Sep 28 2022

How you can work with other companies to automate your document processing

28. September 2022 from Ines Brandao

How you can work with other companies to automate your document processing


This might seem contradictory at first sight but it is really possible to optimize your processes by working in a community with other companies and even your competitors. This can be simply achieved by introducing swarmintelligence. So what does this term exactly mean?

Swarm intelligence is a branch of AI that uses the collective work of people to train the specific AI model. Let’s take document processing as an example. The amount of different document structures and layouts that suppliers use is unlimited, which makes it sometimes a difficult task for document capturing softwares to automatically classify and extract the documents. The solution here is the introduction of swarm intelligence. The biggest advantage is that nobody does the work alone, since the training is shared between many companies and their users.

processing

With DOC² we have integrated swarm intelligence to our AI-based repository to easily automate document processing. This means that our customers share the same Cloud-based repository where they can create, delete and manage the classification and extraction rules for their document processing. If company A processes all their supplier documents and trains the software with a simple click, company B, C, D & E can profit from already-trained document types and layouts. It’s a win-win situation for everybody!

Companies can forget about configuring and programming supplier-based templates and can already profit from a self-learning system with DOC².

processing

Image credit: Header & post image from canva.com

Written by Ines Brandao · Categorized: artificial intelligence, automation, Blog, DOC², English, Machine Learning · Tagged: AI, Artificial Intelligence, automate invoices, documents

Sep 20 2022

Save time with automated document capture!

capture
20. September 2022 von Ines Brandao

Save time with automated document capture!


It’s no question at all that the manual processing and upkeep of documents is an extremely time-consuming process. And, this is only one of the downsides, because we can’t forget about the money, energy and stress it can cause on the team. With the current demand for information to be accessible and secure, companies need to compete on a more high-end and automated level. That’s why document capture comes into play!

At Polydocs GmbH we have developed the ultimate document capturing solution, DOC², which can completely overhaul the manual process by automatically extracting the unstructured data within documents like – invoices, contracts, forms, etc. The main added value is directly perceived on the ROI due to this following advantages: 

  1. Document automation can allow companies to increase process efficiency
  2. Document management can improve communication within the organization
  3. Companies can profit from a paperless and cost-saving change

Document automation can allow companies to increase process efficiency

More than 80% of the information in documents is unstructured, which means that is not instantly available to help employees with their tasks. If we take booking invoices as an example, companies would spend 10 minutes per invoice to finalize this process. If you count on receiving 10.000 invoices per month, this is already 1.700 hours. This is already a huge costly and time consuming process. With DOC² you can reduce that time to 3 minutes, which would have a direct impact of 70% efficiency on time and costs. 

Document management can improve communication within the organization

Einer der Hauptvorteile von DOC² besteht darin, dass es sich nahtlos in jedes DMS- oder ERP-System integrieren lässt. Das bedeutet, dass Unternehmen nicht nur Dokumente digitalisieren können, um sie in ihrem DMS oder ERP zu speichern, sondern auch die von DOC² extrahierten Informationen nutzen können, um sie einfach mit dem Team zu teilen. Auf diese Weise wäre es möglich, Genehmigungs-Workflows zu automatisieren oder zwischen Abteilungen abzustimmen, wie zum Beispiel bei Bestellungen zwischen dem Einkaufs- und dem Finanzteam. Nicht nur die Kommunikation würde verbessert, sondern die Mitarbeiter könnten

Companies can profit from a paperless and cost-saving change

Changes come with an up-front investment in order to implement a document capturing system, but with DOC² the results are instantly noticeable on the added value of the software but most importantly on the ROI too. By eliminating the manual filing of documents and replacing the paper storage space, companies can act more flexibly against organizational downtimes and decision-making times. Organizations will reap the benefits of this boost in efficiency by shifting resources from clerical tasks towards revenue-producing tasks.

capture

Image credit: Header & post image from kues1 on Freepik

Written by Ines Brandao · Categorized: automation, Blog, data, DOC², English · Tagged: automate, digitalization, digitization, DOC², document capture, Polydocs, time saving

Jun 23 2022

Accomplish digital table extraction – with the right software

table
23. June 2022 von Stephanie Propstmeier

Accomplish digital table extraction – with the right software

Tables often contain the most valuable data in a document. It is therefore all the more important to use software for the digitization of such documents that meets the special requirements of data extraction from tables. In this article, you will learn why Polydocs excels in this field of application and why it can massively reduce the processing effort for table extraction in your company.


Table extraction – the key to more efficiency in your company

In today’s world, tables in all their forms and peculiarities have become an indispensable part of the everyday life of public authorities, companies and even private individuals. Like hardly any other means, they make it easier to bring clarity to data volumes and organizational information.

Tables are used in the respective document to present values or items clearly. The reader should therefore be relieved of the circumstance of having to laboriously read through continuous text in order to obtain the required information – regardless of whether it is the listing of the individual goods in an order, delivery bills or administrative information such as closing accounts or employee details.

So far, so good. But as data in pure print format, such tables are of little use to you today in view of the possibilities that digitalized data processing offers your company. For example, if you want to calculate statistics, evaluations or forecasts for specific sectors of your company from the data listed in the tables, in order

  • to offer even better services to your customers,
  • to remain innovative as a company,
  • to be better than the competition,

it is essential to convert them efficiently into a machine-readable format.

Machine-readable means: not just scanning the document as a PDF or image file, but also making the text and thus the values in the document usable for intelligent machines and analysis applications.

This can include: Quantity data, sequence numbers, percentage data, article numbers, article descriptions, color data of articles, customer numbers, currency data, dates, postal codes, etc. From such data, it is possible to calculate, for example, which items were purchased particularly frequently at which times, in which postal code areas your company may have more customers than in others (and in which areas there is corresponding untapped potential for new customers), which items are frequently purchased together, and much more. The machine-readable digitization of documents is therefore not an end goal. Rather, it forms the gateway to the unlimited possibilities that advanced data analysis offers for increasing your company’s success and optimizing your business processes.


The technical bottleneck: digitizing tables efficiently

However, this is precisely where a major technical challenge becomes apparent. As practical and helpful as tables are for presentation and readability, they are just as difficult when it comes to digitizing the documents concerned in such a way that information can also be processed automatically. The individual formatting makes tables a persistent source of errors for text recognition programs that otherwise get along well with pure continuous text.

Tables are always visually integrated in documents in a certain way. For the well-read human observer, it is usually obvious at first glance where the continuous text ends and the table begins. It is different with programs: It is often not so easy for them to recognize the exact zones of the table and to assign sections correctly.

So far, there is no uniform formula that can be used to unambiguously teach a machine system how to recognize the field boundaries of a table. In each document, tables have different formats (width, height, white space, line density, etc.), which must be individually communicated to a readout program. By the way, this also applies to electronic files where a table is stored in image format, for example.

Thus, it often happens that the machine places a field boundary incorrectly, so that in the digitized output text words from two areas of the document are thrown together, which actually do not belong together in terms of content.

If this only happens with a single-page document, the resulting word salad can be subsequently corrected by human editors. However, when your company is faced with the task of converting entire file cabinets into a machine-readable format, such inaccuracies can quickly become a huge frustration factor.

Not only do they ensure that a lot of working time that could be used for more sensible things goes into troubleshooting. With every additional manual correction that is made, the risk of errors being overlooked due to human inattentiveness increases.

Further problems with the automatic extraction of tables in text documents are caused by the fact that the system sometimes mistakes parts of the continuous text for tables and then reads them in as such. In addition, special characters or dashes, which have an ordering function within the table, are repeatedly misinterpreted during automatic text recognition. By the way, the same applies to logos or other areas of the document that are “meant” as an image but can be incorrectly assigned to a table format by a machine.

As a result, reading out tables in particular becomes a particular hurdle when it comes to preparing documents for further digital processing. In plain language, this means an enormous amount of time and high personnel costs for your company, since the employees in your company ultimately have to transfer most of the values from the printed table by hand and then also thoroughly check and correct them afterwards.

DOC² – our solution specialized in table reading

To help your company efficiently digitize data from printed spreadsheet documents, we use DOC². DOC² is an artificial intelligence-based tool that intelligently extracts content from documents.

DOC²

The biggest advantage is that it requires significantly less human supervision than other comparable systems. A scarce initial effort, in which the fields of a table document are marked, is sufficient to get the automatic extraction running.

If further feedback is then entered by your responsible employee during the digitization process, the system learns to implement these instructions in sequence.

The great benefits for you:

  • Time saving
  • Relieve your employees from tedious and monotonous digitization procedures
  • Reliable data quality through high-level readout technologies

The entire process of digitizing your documents is thus significantly streamlined and your employees only need to perform minor manual processes, while the main part of the digitization process is handled automatically by the system.

The difference is roughly comparable to whether the construction workers on a building site have to heave the bricks into the wheelbarrow under their own power and then push the barrow across the site themselves, or whether they sit in the control cabin of a crane and have the crane move large quantities of building material by means of a few control movements of one hand.

In both cases, human input cannot be dispensed with. However, while in the first case the work process is extremely strenuous and time-consuming, in the second case a maximum of work performance is achieved with a minimum of human effort.

An insight into how to use our table extraction

Practically, the process of table extraction with Polydocs looks something like this for your employees:

The document is first scanned and is thus available for editing using DOC². In the editing mode for table extraction, your employee can only open the scan and, with a few clicks and mouse movements, define the exact fields and areas that are to be read out. In addition, your employee can determine exactly in which target column the values are to be sorted. The special feature of assigning custom columns (i.e. additional columns that can be formatted and edited completely individually) makes the work process especially easy – without any regex or other programming.

Cumbersome additional mouse movements or keyboard shortcuts for copying and pasting the values are eliminated and allow your employee to work through the document smoothly and quickly. Selected values are intelligently recognized by the program and automatically transferred to the desired fields as machine-readable values.

A selection of clearly arranged setting options and additional functions also allows you to design the table readout with just a few clicks in the way your employee thinks is necessary for the document in question.

This makes Polydocs the ideal tool for digitizing even complex spreadsheets with just a few simple steps and minimal supervision by your staff.

Furthermore, you do not need any special, cumbersome transmission channels for the transmission of the read and processed data. The data can be transmitted easily by e-mail or by automated assignment to a specified folder.

You want to get a visual impression of how the application of our program looks concretely? You can find a detailed tutorial with a demonstration in real time here in the video on our YouTube channel.

If you have any questions or would like to inquire about a customized solution for your application, please do not hesitate to contact us.

Make digitizing your spreadsheet documents a breeze
– with Polydocs!

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table

Written by Stephanie Propstmeier · Categorized: accounting, automation, cost savings, data, DOC², English, Infor, personnel costs, table · Tagged: AI, Infor OS, table, Workflow

Jun 21 2022

Top Tips for Streamlining Your ERP Invoice Processing

ERP
21. June 2022 von Stephanie Propstmeier

Top Tips for Streamlining Your ERP Invoice Processing


Are you looking for ways to streamline your ERP invoice processing? If so, you’re in luck! In this blog post, we will discuss some of the best tips for making the process easier and more efficient. By following these tips, you can save yourself time and hassle.

So what are you waiting for? Read on to learn more!

Invoice invoice processing can be a time-consuming and tedious task, especially if you’re using an older system. And invoices have to be manually inputted into the business’s accounting system. This process wastes time and resources that could better be spent on higher-level tasks.

Increased Risk of Errors

Any time you’re relying on humans to do manual data entry, you naturally run the risk of unintentional errors — For low invoice volume (<20,000 payments) companies, the average share of transactions requiring corrections in 2020 was 8.6%, according to IOFM benchmarks . Whether it’s entering the wrong purchase order number, paying duplicate invoices.

  1. How AP can improve relationships with your key suppliers.
  2. How to capture early payment discounts and avoid late payment penalties.
  3. How better management in AP can give you better flexibility for cash flow management

A company can accelerate the payable process by taking advantage of automation.

If you’re looking for ways to streamline the process, here are some tips that can help:

How to Choose an Automated Invoice Processing Solution

  • Use a dedicated invoice automation software:
    There are many invoice automation software programs on the market that can make the process much easier and faster. By using one of these programs, you can save yourself a lot of time and frustration.
  • Automate as much as possible:
    Many ERP systems offer the ability to automate some or all of the invoice processing. This can be a great way to save time and reduce errors. For example duplicate invoices check can be done direct in most erp system.
  • Use a newer optical character recognition to capture paper invoices.
    Receive paper invoices can get scan and send throw any watch folder to DOC².
  • Traditional invoice processing:
    Old capture software tools use regex – Some use AI but you can not fix errors in the model.
  • Does your AP automation solution support PO-based invoices?
  • Ease of Use
    Easy to use software is critical to a successful implementation and will help assure adoption by your accounting team

Polydocs DOC² capture supplier invoices with a Swarm UI and include accounts payable. Extracted information can be export as e invoice for example ZUGFeRD.

Automated Invoice Approval

Once the accounting department reviews the invoice data, the system routes invoices for approval based on your business’ specific invoice approval rules. Here cost center can be enter as well for the supplier invoice.

Get Started Automated Invoice Processing Software with DOC²

You can register a free account

DOC² App

Written by Stephanie Propstmeier · Categorized: automation, cost savings, data, DOC², German, invoiceprocessing · Tagged: ERP, Rationalisierung, Rechnungsbearbeitung, Top-Tipps

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