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* Follow flow of each document and determine how each document affects process and disposition of each document.
* After an invoice has been paid which documents are filed with invoice and which documents are in other locations.
o Are checks matched with invoices and attached to invoice?
* What are retrieval requirements after documents have been filed?
o These are typical index keys used in accounts payable. + Purchase order number + Vendor number + Invoice number + Check number
Usually in accounts payable invoices and packing slips are scanned and indexed. The purchase order, receiver and check can be captured from print spooler through a COLD (Computer Output to Laser Disk) process. These documents can be auto indexed by COLD process.
Is there a need to match and verify check amount and vendor against invoice?
· Database integration can be used to automate check matching process.
The next step is to answer some questions about how to size your entry-level system.
1. How many documents per day will be scanned? 2. How many users will be retrieving documents? 3. How many years of documents will be on line?
It is always a good idea to check with your computer department and find out what server platforms they prefer.
The last step is to determine where you want to go with document imaging by answering following questions.
1. Do you want to do work flow in accounts payable? 2. Do you want to automatic data extraction from invoices? 3. Are there other departments that will use document imaging?
After you gather all of this information you will be ready to set-up meetings with vendors. Choosing vendors to talk to will be a challenging task. The requirements of computer department may limit your selection. Windows 2003 or Linux is most common platforms used for document imaging. You can start your search for vendors by doing a search on Internet. Look at vendors web pages; this will give you some information about their products. Select several to contact and set-up an initial telephone call or visit to start process. On initial visit you need to determine:
1. What server platforms are supported 2. Are their systems open 1. Not hardware dependent 2. Images stored in standard formats 3. Provision for exporting images with associated data 3. Do they have features that match your requirements 4. Is their system scaleable 5. How is their system serviced 1. Can they work on system remotely* 2. Do they have source code 3. What are annual service fees 6. Three references 7. Will their system fit into your budget
Call references before moving forward.
Select no more than three vendors for final phase of process. Have vendors demonstrate their system. Give them samples of your documents to use for demonstration.
After demonstrations are complete decide which of vendors you what to give you a proposal.
If you would like some help with this process send an email to firstname.lastname@example.org
The next article in this series will cover accounts payable workflow and data extraction.
* If a company can work on your system from their office you will get faster service
Over 30 years of providing document imaging solutions for companies of all sizes. Visit our web site www.documentimagingnews.com or send an email to email@example.com