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Specialised Functionality In DocXP® QuickInvoices

Automatic Processing of Vendor Invoices

DocXP® QuickInvoices is able to utilise information about the layout and content of each invoice in order to process it automatically.  This AutoCapture data extraction process automatically locates, extracts and validates the summary-level header and footer information from the invoice.

General Ledger Coding

DocXP® offers multiple methods and stages of processing for general ledger coding. This can be done at the point of capturing the primary fields, such as invoice number, invoice date and amount.  If the purchase order data is available within your accounts payable system, a lookup via our COM interface can be done to match the purchase order data to the invoice.  A convenient and easy-to-use graphical interface facilitates the population of the general ledger coding data.  This can then be exported into your organization's downstream accounts payable system.  DocXP® also supports browser-based distributed general ledger coding and invoice approval.

Automated Invoice Capture Means Bottom-Line Savings

Using pre-defined sets of information, commonly found on invoices as the foundation for locating and capturing the header and footer invoice data elements, means the system is ready to process invoices with minimal setup time.  Using the customer’s master vendor tables (and purchase order tables if a two-way match is desired), the extracted data is also automatically validated against those tables, minimizing the task of manual data review or correction.  The labor savings from this automated process is typically 50% or greater.

Data Output Formats

DocXP® can output your data in any desired format.  Standard formats include XML, delimited text, and other database formats.  The DocXP® COM interface is available to allow your organization to create any desired output format, with or without images. Virtually all downstream accounting or ERP systems can be accommodated, including JD Edwards, Great Plains, Sage, Oracle, and Peachtree.

(Optional) Browser-based Distributed General Ledger Coding & Invoice Approval

For those invoices that need to be approved and GL coded, a web-based application allows either local or remote users to securely log-in, view invoice documents, approve invoices assigned to them and/or code or suspend them based on their individual permissions.  The system automatically calculates the sum of the individual GL code amounts and checks it against the full invoice amount with superior exception handling. E-mail notifications and ‘idle time’ alerts can be set via the system administration interface, as well as vendor ‘quick pay’ or ‘late pay’ savings or penalty rates.