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molloyr

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Reply with quote  #1 
We have quite a few suppliers that put "RI" at the end of their invoice numbers

e.g. 94195-RI

This is being read as "94195-RL"

We've already tried to use a formula N(5)XA[R]A[I] in Optimize but it is not working

Does anyone have any tips on how to fix this?

Thanks!




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cherylc

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Reply with quote  #2 
Hi,
Unfortunately I do not think there is a simple answer.

I chair a Readsoft User Forum in Melbourne, Australia. We had members email in their problematic invoices for Readsoft's best Australian consultant to demonstrate how to deal with the tricky ones.  While he got managed to fix some problems, the takeaway from the session was that we are never going to get 100% accuracy. 

But we get about 98% accuracy.

The reason for the difference is that it depends on the clarity of the invoice that is being scanned, the font used and the Invoices module version you are on.
There are also settings that can be tweaked at the scanner and within the configuration (ini) files.

When we upgraded from Invoices 5-5 to 5-7, interpretation improved greatly as 5-7 comes with a better interpretation engine. So I have not had to deal with these problems for some time.

Some things you could try are:

1) On the Advanced tab for the field in Optimise, slide the slider towards maximum interpretation and see if it makes any difference?

2) If you have Collector (for emailed invoices) you could try processing the invoice from Collector. Does it make any difference?

3) Ask the vendor to send Accounts Payable the invoice directly (if it is being copied, faxed, scanned internally within the business before it reaches you).

4) Upgrade Invoices module if you are < version 5-7

5) If you have the plugin InvoiceRules installed, explore appending the RI to certain invoices as opposed to reading it from the invoice itself.  Then only teach the numeric fields.

6) If you have at least 5-6, consider Smart XML and receive the fields directly into your Invoices module.  We do this for our largest vendor and have no interpretation errors at all due to receiving the raw data.  Information about this is in another thread.

I guess it depends on how pervasive the issue is and whether it's easier to resolve in Verify.  At least your formula will flag the ones that do not conform to the formula and stop them from being automatically transferred to your ERP... hopefully. 

I have heard that there are scanner settings which can be tweaked to improve interpretation.  Hopefully some other member on the forum (or your local Readsoft /Lexmark support) will be able to offer some suggestions.

Just a final note on tweaking fields in Optimise.  Make sure after the invoice definition is changed that any existing invoices  in Verify are 'reinterpreted (there is a function in Invoices 5-7 to do this) or they are rerouted to system and then brought back into your invoice profile (to force reinterpretation).  I have seen Accounts Payable tweak an invoice definition then expect to see the result immediately in Verify only to be disappointed that their 'change did not work.'

Hope this helps

Warm regards


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Cheryl
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frederic petitot

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Reply with quote  #3 
hi ,i'm French,sorry if you not undrestand

we have same error in invoices numbers, in the example I was taken for a L

1.jpg 


we solved the problem by changing a parameter in optimize ,we change the default For MATRIX In Value,the error disappears



2.jpg 








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cherylc

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Reply with quote  #4 

Hi Frederic
That's a great tip. Thank you.

Our Text type is typically left on 'Default' so we haven't explored changing it.  I will let our AP clerks know.

For the benefit of other users.

-Matrix is used if the field contains characters printed with a dot-matrix printer (I suspect it will also be good for grainy invoices scanned on low quality printer)
-Bold (En gras) if the field contains thick or bold formatting
-Handwritten (Manuscrit) if the field contains characters that were written by hand.

Worthy playing with if there are unresolved interpretation errors.  See Frederic's post above.

Kind regards
Cheryl

 


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Cheryl
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molloyr

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Reply with quote  #5 
Hello Frederic

Thanks for the tip!!

Choosing Matrix worked as long as we had entered the formula A[R]A[I] for the end of the invoice number - otherwise it was being read a "1" instead of "I"


Many thanks to both of you for your replies
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