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cherylc

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Reply with quote  #1 
On 11th November 2015 I was thrilled to present the benefits of Smart XML invoice processing at the 6th Annual Finance Transformation Summit 2015 .  The conference was held in magnificent Sydney Australia.

I have attached the presentation in Notes view so you can read the discussion surrounding the slides.  Hopefully a useful document for XML Business Case development.

I am excited by the potential that Smart XML has.  Transitioning from scanned or emailed invoices to XML is easy and a lot of the issues with paper based or email scanning are overcome.  For example, data accuracy is improved and there is less time in Interpreting and Optimizing.  The set-up of a supplier using Smart XML is quicker and cheaper than establishing direct EDI relationships with lots of different suppliers.

Enough said... check out Smart XML [smile]


 
Attached Files
pdf XML_Invoice_Data_Capture_and_Process_Director_(Notes_view).pdf (2.24 MB, 59 views)


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Cheryl
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BLY

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Reply with quote  #2 
Hello Cheryl !

Great work there, thank you.
I've got few questions.
- Is there a way to combine smart xml and invoice image ?
-In Invoice 5.7 HF11 (the one we have), there is nothing mentionned about XML. Is this included ? is there a volume counter to pay for the fees ? Is there any fee however charged for this Smart WML functionality ?
- can we send invoices directly to PDAP (without any stop on Verify) ?

Regards,



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cherylc

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Reply with quote  #3 
Hi BLY

1.   Is there a way to combine smart xml and invoice image ?

I am not sure what you mean exactly.  As the XML invoice is interpreted it creates a PDF version of the invoice.  The PDF version is attached to the Process Director document in SAP.  It looks like this:
example BOC invoice.png  

The mocked up PDF looks very different to the original invoice from the supplier.  We sent out a communication just before go live telling people that we were going green with invoice processing and the invoices now look different because they are internally generated.  The communication was sent to all people who had ever processed a workflow from this vendor.
The change has been well-received.  In fact, employees were thrilled that we were taking a 'green' stance on invoice processing.

2.  In Invoice 5.7 HF11 (the one we have), there is nothing mentioned about XML. Is this included ?

Yes, Smart XML functionality came in with Invoices 5-6.  However there have been many improvements to Smart XML in the support packs.  We are using it successfully on Invoices 5-7 SP12 in Production and are trialling it on Invoices 5-8 SP3 in our test environment.  I would recommend the latest Invoices version and SP level as it appears to me that this is fairly new technology and Readsoft (now Lexmark) are constantly tweaking it. 

3.  is there a volume counter to pay for the fees ? Is there any fee however charged for this Smart WML functionality ?

Our cost model is per invoice.  The same cost applies irrespective of whether the invoice comes in via scan, email or XML.  It cost us nothing to implement this solution as the functionality is already embedded in the Invoices module.


4. Can we send invoices directly to PDAP (without any stop on Verify) ?

Absolutely!  You mark auto transfer on complete in the invoices profile.  All of our invoices are flowing straight through to PD because there are no interpretation errors.  Before we got interpretation errors on at least 50% of invoices from this supplier because they were on a blue background invoice.  We have also asked the vendor to send their invoices once per week (say every Wednesday).  This gives us time to process the GR before we process the invoice.  So a lot of our invoices for this supplier go straight through to auto-post.  That is, the MIRO is automatically kicked off within a minute of the emailed XML file being received.  
 
I cannot wax lyrical enough about how fantastic this technology is.  Love it!






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Cheryl
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BLY

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Reply with quote  #4 
Hello Cheryl,

Thank for your reply. We are thinking to this functionnality but this is in competition with Invoice Collector - Any idea of the differences ? - and also this is highly observed with a idea of business case :-).
That takes me to my first question, sorry I was not clear. Is there a way to combine smart xml and invoice image ? What I mean there is as collector does can we submit an xml file and a tif file (or even better a pdf file) combined so that the invoice image is "the real invoice" ? The supplier would then send us 2 files one for the image, the other one the xml. After all this is what scanner generates at scanning stage : one tif and one xml.

PJ
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cherylc

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Reply with quote  #5 
Hi Bly
My answers are in blue below:

1.  We are thinking to this functionality but this is in competition with Invoice Collector - Any idea of the differences ?   

Smart XML is part of Collector.  You cannot run XML functionality without Collector installed.  The only difference is that one (or several) Input source manages PDF files and the other XML files.  The XML files are not really interpreted as the data is already there.  So the processing of XML files is faster than PDF files.  The data is picked up from the XML file by the Collector service.

It looks like this for us:

xml collector.png 


2.  What I mean there is as collector does can we submit an xml file and a tif file (or even better a pdf file) combined so that the invoice image is "the real invoice" ? The supplier would then send us 2 files one for the image, the other one the xml. After all this is what scanner generates at scanning stage : one tif and one xml.

If you set up your XML Interpret job to only read XML attachments, then the other attachment will remain with the email sent by the supplier.  However, the TIF attachment will not be attached to invoice in Process Director.  The system generated PDF version of the XML will be attached. 

There is some attachment functionality in XML however I have not explored this as yet. See below attachment editor.  Perhaps do a search in the Invoices Help files for attachment editor and see if that will suit your purpose. Else raise a question with Lexmark third-level support.

xml attachments.png 
  

There has to be a win-win for both the supplier and the buyer.  So asking suppliers to send their invoices in two formats might not be well received.  On the buyer side, you should be able to capture as many fields necessary from the XML file in order to render a fairly good version of the invoice. 

Also we dealt with the different invoice view by sending out a communication that the look of the invoice will change, however, all the fields necessary for the person to trouble-shoot the invoice (if necessary) are there.  I am not aware of any complaints that the rendered invoice and the old invoice are different.

Hope this helps.

Kind regards


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Cheryl
LinkedIn: https://au.linkedin.com/in/cherylc-651471a0
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BLY

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Reply with quote  #6 
Hello Cheryl,

We have attended a Collector presentation by Readsoft France yesterday, they did not mentioned anything on xml input functionality ; but I think it was because we did not explained our requirements clearly.
Whatever I would like to thank you on your advises. I will post a feedback if we implement that solution (XML/Collector)

Best regards,
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