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cherylc

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Reply with quote  #1 

This issue was discussed at our last Melbourne User Group meeting.  The invoice in Verify will have a 000 extension.  Readsoft ask that you send the corresponding.pdf file to them.  They will update the Invoices module to make it compatible with new versions of PDF writer programs.

However, the problem Accounts Payable face is that Verifiers often delete the blank invoice document not realising that the original document was never scanned properly.  The vendor then does not get paid, or resends their invoice via email only for it not to be processed by the system again.

 

So how can you determine which vendors are emailing problematic PDF documents?

 

One thing you can do is search your Email Attachments folder in your global path for all files named *.000, over a specified date range and with a file size up to 2kb.  These are likely to be your problem invoices.

Take a snap shot of the search result (we had 20 of them since 1 April 2014) and then locate the corresponding PDF document which will be in the same folder.  

Note that the email attachment folder has numerous sub-folders, so get the create date of the 000 file, and search that folder for the file name without the extension.  For example, if the file name is IPL_800000.000 then search for IPL_800000* and you will find the corresponding PDF quickly.

 

This exercise revealed that we had 20 files with a size up to 2kb which were sent by three vendors only.  I then wrote a rule in Lotus Notes to move any emails from these vendors into a new email folder called "To be printed and scanned". 

So while we are waiting on the patch from Readsoft, we are endeavouring to field problematic invoices into their own folder.

Readsoft has recommended we run a PDF to TIFF standalone converter on these PDFs.  However, I think it will be quicker for Accounts Payable to print the invoice and put it on the scanner, than try and find the corresponding PDF in the Email Attachments directory.  The structure of this directory is complex and requires a bit of IT knowhow to get around it. 

The common denominator of two of the PDF properties are the source application was File Maker (one was version 11.0.v3 and the other 10.0.v1).  Both used a DLI add-in.  Both had the font type: TrueType CID.  It is likely Readsoft cannot decode this font type. 

The other PDF which failed used PDFib 3.03 (Win 32) as the Producer and the Application to create the PDF was blank.

It would be good to hear if you have any other PDFs which are failing so we can approach Readsoft as a collective.


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Cheryl
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cherylc

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Reply with quote  #2 
Addendum:

Readsoft AU support have tested the Filemaker Pro PDFs on Invoices v8 and it is reading them fine. 

If you are not ready to upgrade your Invoices module as yet, I have been advised by DataLogics that if the supplier upgrades FileMaker Pro to v13, the problem will also resolve.  I have not had a chance to test this as we only have two suppliers using FileMaker Pro.

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Cheryl
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Ignacio

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Reply with quote  #3 
Hi Cheryl,

We also have some blank documents.

We are using a third party to receive our email invoices, they store the originals and separate and forward pdf attachments to us. Once in our server, pdfs are directly Interpreted. This system is giving us much better performance than the collector we used to have, but still have two or three suppliers which invoices can't be interpreted. The good notice is that we can quickly locate the original pdf as we are keeping the file name along the process (containing the reception date, sender email, etc). Then we are asking the suppliers to generate the pdf in a different way. We've also seen that when pdf contain certain objects some information may be missing after Interpret work (we're on Invoices 5-7).

First we thought the problem was the pdf version, but now I think the problem is when the pdf is created as a form, keeping all the objects and layers in the final version the supplier is sending.

I tried to find a solution to convert pdfs with objects and layers into plain pdfs before Interpret, but I couldn't find any reliable tool. If you happen to know about any I'd be happy to hear.

Kind Regards.
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cherylc

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Reply with quote  #4 
Hi
There is a Readsoft PDF converter add in that Readsoft had previously advised us to run our problematic invoices through.  Your local Lexmark support may be able to provide a copy of the program.

I have attached the installation instructions.

 
Attached Files
pdf ReadSoft_PDF_Converter_installation_guide.pdf (420.21 KB, 23 views)


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Cheryl
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Ignacio

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Reply with quote  #5 
Hi Cheryl,

Many thanks for the link, will investigate it further. My first thought was to convert pdf to pdf instead of pdf to tif, but will give it a go anyway.

Cheers.
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cherylc

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Reply with quote  #6 
Hi Ignacio,
Just one more suggestion.  Many years ago I recall that when I wanted to remove embedded links from a PDF document then I would "Print to PDF" rather than "Save as PDF".
I think this was with Adobe Professional.  I don't have access to this software now to test.  Any chance you can test your end by selecting PDF as the printer then print the document?  Does this remove the embedded codes?
Cheers

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Cheryl
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Ignacio

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Reply with quote  #7 
Thanks Cheryl,

Yes you're right, using the pdf printer (any of them) will turn the pdf document into a plain pdf which will perfectly work in Interpret. The problem I faced is I couldn't find a way to automatize the printing, I mean the full process would be:

1.- Our Third party receives the email
2.- The Third party separates de pdf and forward it to us through a sftp
3.- (desired step) - We get the pdf and print it with a pdf printer
4.- Interpret gets the printed pdf

That would be my perfect flow, but I can't solve point three at a reasonable price.

Any idea for this would be more than welcome!

KR

Ignacio.
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cherylc

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Reply with quote  #8 
Hi Ignacio
I am reproducing here a discussion I had with Readsoft (some time ago) about problematic PDFs.  We didn't go with the PDF Converter plugin as we just print any problematic PDFs and put them on our scanner.

In more recent discussions, Readsoft support mentioned that Invoices 5-8 comes with its own built in TIFF converter.  Are you on v5-8 as yet?
If not, your local Readsoft/Lexmark support might be able to put one of your problem PDFs through 5-8 and advise whether the problem will resolve once you upgrade (i.e. it might be a temporary issue.... hopefully).

Looking at the old discussion, it might be possible to have the PDFs drop into a folder which the PDF converter automatically polls and converts to TIFFs. Then another Interpret job picks up the TIFF files automatically.
email from Readsoft.png  Hope something helps here.
Cheers



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Cheryl
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Ignacio

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Reply with quote  #9 
Hi Cheryl,

Many Thanks for the update, we are still on 5-7, I hope to be able to push for an upgrade next year, but definitely this converter may help. I'll give it a go with our Readsoft support to see if this can help.

Cheers.

Ignacio.
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cherylc

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Reply with quote  #10 
I found this document concerning PDF format requirements in our 5-8 documentation files.
Might be useful.

 
Attached Files
pdf PDF_Format_Requirements.pdf (124.25 KB, 22 views)


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Cheryl
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Ignacio

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Reply with quote  #11 
That's Brilliant!

Many Thanks for sharing Cheryl!

KR
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