Polydocs

Automate Data Capture for Infor ERP

data

Increased efficiency and competitive advantages

efficiency
from Leni

Increased efficiency and competitive advantages

through intelligent technologies

In today’s dynamic business environment, it is critical to continuously improve a company’s efficiency and productivity in order to remain competitive. One of the most effective ways to achieve these goals is through business process automation. Below, we’ll take a closer look at the importance of automation in the enterprise and how DOC², our best-in-class software solution for intelligent document processing, can help you achieve this.

What is behind the term “automation”?

Automation is the process of having machines or software solutions take over tasks, processes or procedures that were originally manual. A program that follows set rules or logics dictates the sequence of automated tasks. In automation, humans assume only a monitoring or control function.

What types of automation are there?

Depending on the automated portion of a process, a distinction is made between partial and full automation.

Partial automation is a mixture of automated and manually executed process steps, whereas in full automation the entire work process is the responsibility of a machine or software solution.

What are the goals of automation?

  1. Increased efficiency: Workflows and processes are to be optimized in order to save time and resources. Tasks are performed faster, more precisely and with less effort.
  1. Increasing productivity: By automating repetitive and time-consuming tasks, employees can focus their time and energy on more demanding and strategically important activities.
  1. Error minimization: Automation aims to reduce or eliminate human errors that can occur in manual processes. This leads to higher accuracy and quality of work results.
  1. Cost reduction: using automation technologies results in fewer personnel needed for repetitive tasks, thus saving operating costs. 
  1. Scalability and flexibility: Automation enables companies to adapt to growing demands and changes in the market. Processes can be easily scaled and adapted to keep pace with business growth or new requirements.
  1. Competitive advantage: Companies that successfully implement automation can gain a competitive advantage. They can work more efficiently, respond more quickly to customer requirements and bring innovative solutions to market faster.

What are the benefits of automation for companies?

Automation offers numerous benefits for companies of all sizes and in all industries. One of the most obvious impacts, as we have also already seen in the goals of automation, is increased efficiency. By using automation technologies, companies can speed up time-consuming processes while minimizing human error. This leads to a significant increase in productivity, as employees can focus their attention on more challenging tasks instead of spending time on repetitive and monotonous activities.

In addition, automation enables tasks to be performed consistently and without error. Human errors can have costly repercussions and lead to delays, customer dissatisfaction, or even legal issues. By using automation technologies, companies can ensure that processes are executed accurately and consistently, which also improves the quality and accuracy of work.

Another important benefit of automation is cost reduction. By automating workflows, companies can reduce operating costs by requiring fewer personnel to perform repetitive tasks. This allows companies to invest resources in other areas, such as research and development or improving the customer experience. In the long run, this can lead to significant cost savings and strengthen the company financially.

DOC² supports you in automation

To reap the benefits of automation, the right technology is critical. This is where DOC² comes into play. DOC² is a state-of-the-art software solution for simple and intelligent document processing that helps companies automate and optimize their document processes. With DOC², companies can efficiently capture, extract, classify and process documents. DOC² leverages the power of artificial intelligence (AI), machine learning (ML), and optical character recognition (OCR) to automate and streamline document capture. By automating data extraction and reducing manual intervention, companies can save time, minimize errors, and improve overall efficiency.

Conclusion

Automation enables organizations to improve performance, reduce costs, and remain competitive.

The revolution in data processing through DOC²

data processing
from Leni

The revolution in data processing through DOC²

In a world where data has become one of the most valuable resources, companies are increasingly faced with the challenge of effectively using the information they collect and processing it as quickly as possible. Digital data processing has proven to be an invaluable tool in helping companies optimize their data flows. In this article, we will highlight the opportunities and benefits of digital data processing for businesses and how DOC², a smart and simple document processing solution, can help you realize the full potential of your data.

The Rise of Digital Data Processing:

In today’s data-driven business world, the ability to process information quickly and efficiently is a true competitive advantage. Digital computing offers businesses the ability to analyze large amounts of data in real time, providing insights that can revolutionize their decision-making. From automated data extraction to artificial intelligence (AI) and machine learning, the possibilities are endless.

Data-driven decision making:

Informed decision making is key to the success of any business. Digital computing gives companies access to vast data sets that they can analyze and interpret. Using data mining techniques and advanced analytics, companies can gain valuable insights that help them make informed decisions and adapt their business strategies. From customer segmentation to demand forecasting to production process optimization, data mining offers a wealth of opportunities to drive business success.

DOC²: The intelligent solution for document processing:

As a business looking to realize the full potential of digital data processing, take a closer look at DOC². DOC² is a smart and simple solution based on cutting-edge technologies like AI and machine learning. With DOC², you can automatically extract data from documents, capture it, and store it in a structured way. The solution allows you to quickly and accurately process documents in various formats, such as PDFs, scans, or even handwritten notes.

DOC² offers a variety of benefits for companies that want to optimize their data processing. First, automated document processing with DOC² saves valuable time and minimizes errors. Manual data entry is eliminated, resulting in greater accuracy and efficiency. Employees can focus on more strategic tasks, while repetitive and time-consuming tasks are handled by DOC².

Another advantage of DOC² is its scalability. Whether you are a small start-up or a large enterprise, DOC² can be customized to meet your unique needs. The solution can grow with your business and adapt to changing needs. You can easily add new document types and formats and continuously expand the power of DOC².

In addition to these benefits, DOC² also offers a high level of data security. By using the latest security technologies, your sensitive company data is protected. Confidentiality, integrity and availability of your data are top priorities with DOC².

Conclusion

Digital data processing is an important step for companies to strengthen their competitiveness in today’s business world. Automating and optimizing document processing enables more efficient use of resources and provides valuable insights for informed decision-making. With DOC² as an intelligent document processing solution, organizations can reap numerous benefits, including time and cost savings, data-driven decision making, and scalability. Unlock the full potential of your data and ensure your business thrives in the age of digital transformation. Start using DOC² today and experience the revolutionary power of digital computing.

data processing

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“You’re wasting time!”

time
from Leni

“You’re wasting time!”

Has anyone ever told you that you are wasting time? Or haven’t you ever asked yourself the question: How can I use my time more wisely and effectively? 

In today’s business world, time and cost play a huge role in staying competitive. One of the most time-consuming tasks in many companies is document processing. In this area, many companies still have employees spending hours typing up documents and manually transferring and reviewing data from point A to point B. This is a problem because it takes a lot of time to process documents. This poses a problem, as it simply takes up too much time and therefore incurs costs. Fortunately, there is a solution: automated document processing, or IDP. In this blog post, you’ll learn what “IDP” is, how it can help companies save time and money, and why DOC² is the right solution for your business.

What is IDP?

IDP stands for Intelligent Document Processing. It is an advanced technology that allows companies to automatically process, classify and extract data from documents. This technology can be used in almost all areas of document processing, including invoicing, contract management, human resources, and more.

How can IDP save companies time and money?

IDP can help businesses save time and money by enabling them to process documents faster and more efficiently. Here are some of the key benefits of IDP:

  1. Reduced manual workload: IDP automates many of the time-consuming manual tasks normally required in document processing, such as sorting, classifying and extracting data. This reduces the workload for employees and allows them to focus on more important tasks.
  2. Improved accuracy: IDP uses machine learning and artificial intelligence to process documents automatically. This means less human intervention is required, reducing the likelihood of errors and improving the accuracy of results.
  3. Shorter processing times: IDP can process documents much faster than humans. 
  4. Better compliance: IDP can also help companies become more compliant. This is because the technology ensures that all documents are classified and extracted correctly, which in turn helps ensure that all relevant regulatory requirements are met.

Why DOC²? How does it help to avoid wasting time?

DOC² is a state-of-the-art document capture solution. It harnesses the power of artificial intelligence (AI), machine learning (ML) and optical character recognition (OCR) to automate and streamline document capture. As a result, it is able to capture, classify and extract data from any type of document (invoices, delivery bills, AB, contracts). 

By automating data extraction and reducing manual intervention, companies can save time, minimize errors and improve overall efficiency.

Conclusion

Say goodbye to time-consuming manual processes. Automate your document capture with DOC². By using Doc², your organization can achieve significant efficiency gains, reduce errors, and save time and resources. 

With its advanced features, seamless integration, and user-friendly interface, DOC² is the ultimate solution for organizations that want to streamline their document capture processes and stop wasting valuable time.

time

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Personnel file – content, structure, rights, obligations

Personnel file
from Leni

Personnel file – content, structure, rights, obligations

Today, in most companies a personnel file is kept for each employee. Not because it is obligatory – no – but because it is in the interest of both parties. In Germany, there is only an obligation to keep a personnel file in the public sector (authorities), but not in the private sector. 

What is a personnel file?

An exact regulation of what is meant by a personnel file can only be found in civil service law. Section 106 (1) of the Federal Civil Service Act (BBG) states:

“The personnel file includes all documents relating to the civil servant insofar as they have a direct internal connection with his or her employment relationship (personnel file data). Other documents may not be included in the personnel file.”

Based on this definition, we find a very similar description in many business and legal encyclopedias. So, we can say that a personnel file is a collection of all documents/data concerning an individual employee, which usually depicts all information relevant to the employment relationship.

Most companies have already moved away from paper personnel files and are now creating electronic personnel files. 

Which documents belong in a personnel file? And which documents do not belong in it?

Since there are no legal requirements in Germany for either the form or the content of a personnel file, this can be different from company to company. Some are very detailed, while others contain only the most important data and information. What ultimately ends up in the file is decided by the company itself. This does not mean that the employer may now collect all information about an employee and keep it in the file. NO! All information in a personnel file must be directly related to the employment relationship. The following is a list of documents that are often found in a personnel file:

Personal data

  • Application documents (cover letter, resume, references)
  • Personal data (name, address)
  • Work or residence permit, if applicable
  • Employment references / performance appraisals
  • Official certificates of good conduct (for positions of trust)
  • Note on membership of works council
  • Promotions
  • Further training and education

Contract-related documents

  • Employment contract
  • Statements on secondary employment
  • Agreements on parental leave
  • Letter of termination

Social security documents

  • Social security card
  • Registration and proof of health insurance

Tax documents

  • Salary or wage statements
  • Payroll tax documents
  • Information about loans or wage garnishments

Other documents

  • Correspondence between employer and employee
  • Reports of workplace accidents
  • Warnings (may or may not be deleted)
  • Personnel questionnaire
  • Sickness certificates / records of the company doctor (but only those where the employer has a right to be informed!)
  • vacation requests and approvals
  • Possible counterstatements of the employee

Official documents in copy

  • Driver’s license
  • Divorce decree
  • Disability certificate

Of course, there are also data / documents that an employer is not allowed to keep in the personnel file. First and foremost, this is information that concerns your privacy and has no relevance to your professional activities.

This includes, among other things:

  • Sick days and absences of an employee (sick notes may be collected, but no notation of when or why you are sick)
  • psychological evaluations
  • Content from the employee’s social media account
  • Medical records
  • Private preferences
  • Sexual preferences

Who has access to my personnel file? What rights do I have related to my personnel file?

Access to personnel files is generally limited to a few authorized individuals. 

  1. The employee himself: The employee has the right to request inspection of his or her personnel file at any time (even after termination of employment). It is important to exercise this right to verify that the employer is not storing any unauthorized information about you. You can also make notes and copies of individual components from your file, request/give an opinion on individual points and contents, and have incorrect information changed/deleted.
  2. The employer/supervisor
  3. The Human Resources Department: employees of the Human Resources Department who are responsible for managing personnel files can also access the information in the file.
  4. In exceptional cases and only with the employee’s consent, outside consultants or attorneys may also have access to the personnel file.

It is important to note that access to the personnel file is regulated by data protection and labor laws in many countries. Companies must therefore make sure that they comply with these laws and that unauthorized persons do not have access to personnel files.

Summary

A personnel file, regardless of whether it is in paper or electronic form, is a collection of work-related information / documents of the employee. And it must comply with certain guidelines (data protection).

In the age of digitalization, personnel files in paper form are becoming increasingly rare. More and more the documents of a personnel file are entered into an electronic directory by an EDP system. To automate this and save you even more time in processing this data, we have developed DOC². DOC² is a simple and intelligent data processing software solution that uses AI swarm intelligence and machine learning to effectively read and process data from documents.

You want to know how this can look concretely in your case?

Do not hesitate and contact us and we will show you.

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Personnel file

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Credit note – A special invoice – what does it mean?

credit note
from Leni

Credit note – A special invoice – what does it mean?

A special invoice is a credit note / billing credit note. Unlike a traditional invoice, a credit note is not written by the service provider, but by the service recipient (“customer”). This is why the settlement credit note is also called a “reverse invoice”.

From a tax law perspective, the settlement credit note is the same as an invoice and therefore a credit note must also contain all of the following mandatory information in accordance with Section 14 (4) of the German Turnover Tax Act (UStG):

  • Name and address of the recipient and supplier of the service
  • Tax number or VAT ID number of the service provider
  • Date of issue
  • Consecutive credit note number / invoice number
  • Quantity/type of delivery or service
  • Date of delivery or service
  • Remuneration (broken down by tax rates) 
  • Reference to obligation to keep records (in case of taxable supply)
  • the description as “credit note

However, in common usage, the term “credit note” is not understood to mean the settlement credit note described above, but rather a correction or reversal invoice. These are what are called “commercial credit notes”. A small example: A customer requires, because of defects at the product, a purchase price reduction. The service provider accepts, cancels the invoice and issues a new one.

And then there is also the bank credit note and the credit note in accounting

In accounting, the term stands for the entry on the credit side of an account and a bank credit note is simply payments received in a bank account.

All these credit notes that reach our company and perhaps make our eyes light up at first, are nevertheless also documents that have to be processed.

With DOC² you can do that in just a short time. DOC² is the newest, fully cloud-based software solution that uses artificial intelligence and machine learning to accurately identify, classify, analyze and read your documents. Let’s get smarter and more digital together.

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