Polydocs

Automate Data Capture for Infor ERP

classification

We have received the order and it is being processed…

confirmation
from Leni

We have received the order and it is being processed…

Ever heard or received a message of this kind? For sure. Everyone who has ordered from Amazon, has also ever received a message about the acceptance of his order. This message is nothing more than the so-called order confirmation (AB). It serves to fix a previously created order or customer order again in writing (by mail, fax or mail). The writing of an order confirmation is not obligatory and is also not bound to a certain form. However, it has become so common that it can be regarded as a rule today.

By sending an order confirmation, misunderstandings can be prevented, as everything can be recorded and checked in writing. In the case of a verbal/telephone order, it can be used as a reassurance. It informs the customer about the current status and gives him more security. And if a dispute should arise, the order confirmation can serve as evidence.

In order for an order confirmation to be valid as a piece of evidence, it should contain the following information:

  • Description and quantity of the goods
  • Price / cost of freight and packaging
  • Date of production and delivery (expected)
  • Regulation on delivery
  • Terms of payment
  • Retention of title / reference to the general terms and conditions of business
  • Contact person / contact details

Of course, just like invoices or orders, order confirmations are among the documents in a company that need to be processed. 

And this is exactly where we come into play. With our DOC² software solution, developed precisely for this area, we help you to process documents in a simple and intelligent way. DOC² is based on an AI swarm intelligence and has the ability to keep learning (machine learning). DOC² is not only able to read header data, but much more.

You want to know what? Do not hesitate to contact us.

We will be happy to make an appointment with you and show you what is possible with DOC².

contact
confirmation

Image credits: Header & featured image from jannoon028 on Freepik

Documents in daily business

documents
from Leni

Documents in daily business

In every company, many documents come in and out every day. Some of them are still paper-based in many companies, while the other part reaches companies via the digital, electronic path, such as by e-mail or even online forms. All these documents can and must be processed digitally. Many companies already use a document management system (DMS) for this purpose. But how exactly do the documents get into the DMS and, ideally, to the right place?

This is where document classification comes in!

Document classification means that OCR technology is used to read information from documents and classify them into categories. 

The term “classification” (from Latin classic, “class”, and facere, “to make”) describes the grouping of objects into classes (groups, sets, categories), which together means classification.

How does document classification work?

With the help of a software for document processing and classification documents can be read in and classified. The prerequisite, of course, is that the documents are in digital form, which means that documents that are in paper form must first be scanned.

The scanned documents can now be classified by subject or by their content, e.g. by the type of document – is it an invoice, a delivery bill, an order confirmation or a purchase order? The software is able to recognize and classify this based on keywords, structure and layout.  

What are you waiting for? Automate document processing in your company with DOC². Reduce manual effort and optimize the assignment of processes and responsibilities. This saves time and resources.

DOC² is an KI-based (swarm intelligence) software and is able to read and classify a wide variety of document types.

Stay tuned to learn more about which document types are included in the following weeks.

Of course, if you have any questions, feel free to contact us.

contact
documents

Image credits: Header & featured image from jannoon028 on Freepik

Extract German invoices easily with DOC²

DOC²
von

Extract German invoices easily with DOC²

Digitize documents intelligently

Digitize German invoices: Convert your PDF file, images, Word or other files and use the read out meta data (attributes) for your processes.
In the course of the ongoing digital transformation, many companies are looking for new ways to accelerate the entry and classification of invoices. DOC² Landing offers intelligent solutions for the classification and automatic reading of invoices or receipts. In the case of German invoices, we automatically extract all the fields required for your ERP.

How does DOC² help you to optimize your workflow?

It’s very simple: DOC² can precisely categorize documents recorded with user-defined key values from various input or storage sources. Whether the data is structured or not is irrelevant.

Advantages of DOC²:

  • At the same time, the digital transformation of your archives drastically reduces paper costs. => A win-win situation for your company!
  • Since manual processing is largely eliminated, the error rate for manual entries is significantly reduced.
  • This saves you the time that you would otherwise need to manually search for all the important and target-oriented information from your documents.

How exactly does it work?

The system uses the Optical Character Recognition (OCR), Intelligent Character Recognition (ICR) function to identify the type of document to be processed. This step thus determines the type of documents and can thus distinguish an invoice from a credit memo, for example.
The system uses a number of techniques to precisely classify data: search for content, images.

How does the extraction of values work for a German invoice?

Test it with your bills now

The values associated with each key are extracted into the corresponding field and also outlined on the invoice and connected with a line. This line, which points to the value, makes it easier for the employee to find the value on the invoice. This repeats itself with all fields that are extracted.

The picture above shows the calculation on the left and the automatically extracted values on the right, which are divided into four sections.

The following are extracted:

Fields for an invoice:

BASIC INFORMATION

  • INVOICE NUMBER
  • INVOICE DATE
  • DELIVERY DATE
  • PO NUMBER

PAYMENT DETAILS

  • IBAN
  • PAYMENT TERMS

VAT & AMOUNTS

  • AMOUNT TAX FULL
  • NET AMOUNT FULL
  • TOTAL AMOUNT
  • CURRENCY
  • VAT RATE

VENDOR DETAILS

  • NAME
  • VAT
  • ADDRESS

LINE ITEMS

  • NUMBER OF ARTICLES

Simply extract the Spanish invoice with DOC²

DOC²
von

Simply extract the Spanish invoice with DOC²

Digitize documents intelligently

Digitize German invoices: Convert your PDF file, images, Word or other files and use the read out meta data (attributes) for your processes.
In the course of the ongoing digital transformation, many companies are looking for new ways to accelerate the entry and classification of invoices. DOC² Landing offers intelligent solutions for the classification and automatic reading of invoices or receipts. In the case of German invoices, we automatically extract all the fields required for your ERP.

How does DOC² help you to optimize your workflow?

It’s very simple: DOC² can precisely categorize documents recorded with user-defined key values from various input or storage sources. Whether the data is structured or not is irrelevant.

Advantages of DOC²:

  • At the same time, the digital transformation of your archives drastically reduces paper costs. => A win-win situation for your company!
  • Since manual processing is largely eliminated, the error rate for manual entries is significantly reduced.
  • This saves you the time that you would otherwise need to manually search for all the important and target-oriented information from your documents.

How exactly does it work?

The system uses the Optical Character Recognition (OCR), Intelligent Character Recognition (ICR) function to identify the type of document to be processed. This step thus determines the type of documents and can thus distinguish an invoice from a credit memo, for example.
The system uses a number of techniques to precisely classify data: search for content, images.

How does the extraction of values work for a German invoice?

Test it with your bills now

The values associated with each key are extracted into the corresponding field and also outlined on the invoice and connected with a line. This line, which points to the value, makes it easier for the employee to find the value on the invoice. This repeats itself with all fields that are extracted.

The upper picture shows the calculation on the left and the automatically extracted values on the right, which are divided into four sections.

Fields for an invoice:

INFORMACIÓN BÁSICA

  • NÚMERO DE FACTURA
  • FECHA DE LA FACTURA
  • FECHA DE ENTREGA
  • NUMERO DEL ORDEN

AVISO DE PAGO

  • BIC
  • IBAN
  • CONDICIONES

IVA E IMPORTE

  • CANTIDAD DE IMPUESTO COMPLETA
  • CANTIDAD NETA COMPLETA
  • LA MONEDA
  • CANTIDAD TOTAL
  • PORCENTAJE IVA

INFORMACIÓN DEL PROVEEDOR

  • NOMBRE
  • NÚMERO DE IMPUESTO
  • DIRECCIÓN

ARTÍCULOS

  • NÚMERO DE ARTICULOS