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ABBYY FlexiCapture Video – General Ledger and Cost Center Coding

Watch this video to see how you can assign general ledger (GL) accounts and cost centers to line items in ABBYY FlexiCapture for Invoices. The software will also learn a default GL account per vendor to speed up processing.

Hello, today I’m going to show you how ABBYY FlexiCapture gives us the ability not to just extract information from documents and invoices, but also gives us the ability to itemize them and code them in the right account. So, for example, if we have a general ledger code, also known as a GL code, or even a cost center, we can apply those to an invoice as we process them.

So, what I’ve done is, I’ve processed three documents, and you can see those here right in our document viewer window. On the left, once again, you’ll see what the software extracted and on the right, a copy of the actual invoice. Now, if you’re curious how the software extracted the information, for example; how we got this information here on the left or how we can even train the software and how to find the information, please look at other videos on our YouTube site or even on our website, and you’ll be able to find specifics there.

For today’s video, we’re going to focus strictly on General Ledger Coding and Cost Center Coding. You can see on the left, once again, we have everything we captured including the line items. Now, the very cool part about this software is we have the ability to, as we’re processing the invoice, assign a GL code in the expense account. So we can simply assign that, and you’ll see it will automatically populate that forest, and then we can also assign a cost center.

So, we can do that separately for each line item. We’ll just go ahead and select a couple here. Of course, I’m doing this very quickly just because I want you to see how easy it is for an operator to process those. Once they’re processed, we can export this document, and the document will go into our business system with these properly coded. So, it’s very, very simple for the operator to do that. We’ll go look at the other ones here, and it’s the same idea.

You go assign a GL code to the line item, and then cost center. Another neat feature of the GL coding, is we have the ability to assign a default GL code for a vendor. So the very first GL code I have, it will assign as the default. Now this is an option. We can turn that on or off with every implementation or your specific requirements, but I do want to share that, because it is a very nice way to speed this categorizing up. You can just see it. It’s as simple as the operating selecting, you know, which job code or which GL code and then the cost center here.

Of course, we have our final one where we can do that very quickly, so we’ll just run through these. We’ll assign a GL code to every one of these as the operator of the process would know, and then we’ll process a repeated invoice, so you can see the learning that the software did on the GL code. So, we’re just going to process another invoice here for a vendor, and the software’s going to go through and extract the information for us, like it has. You can see it’s processing that right now, and it’s completed, and there it is.

The GL code has been saved automatically for that vendor. Now once again, that’s an option. You can turn that option on or off so that it populates it by default, but it is a very, very nice way to speed things up for us as we’re coding the documents so that we can get it into our business system, get it into our accounting system downstream. Just make sure things are coded correctly, they’re going to the proper cost center, and it makes it just very easy and quickly for the operator to do this.

This is really as simple as GL coding goes. We have the ability to categorize it here on a Pearl-line item basis, as well as assign a cost center. Now, these are very limited in my demo environment, so I have just a few, just four cost centers and maybe just several GL codes. Understanding that your GL codes may be much more vast and different, and that’s not a problem. There’s no limitation on the number of GL codes or even sub-codes. So no worries about that, you have the ability to make sure you have everything coded in the exact format and way that you do it in your accounting system.

So, what I’ve shown you today is ABBYY GL coding and cost center coding. It’s a very, very unique way to do it, and the software has a lot of great capabilities in there for it to set defaults and just learn as we’re processing invoices. I hope you enjoyed the video. If you have any questions, please let us know and we look forward to doing more business with you. Thank you so much.

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ABBYY FlexiCapture Video – Scanning Station

Watch this video to see how the ABBYY Scanning Station provides an efficient and flexible way to send documents to ABBYY FlexiCapture.

Hello. Today I’m going to give you a quick tour of the ABBYY FlexiCapture Scanning Station. This is a pretty neat station that gives us the ability to scan documents into the software, but in the meantime, before they get processed, we have the ability to modify those documents. We can rotate them. We can shift multiple pages into what we consider a document. We can delete unnecessary pages and those kind of things, therefore, giving us the best processing power downstream.

What I’m going to show you today is the scanning station. We have a couple options at the top that are very, very simple. We can scan the pages. Once they’re scanned, we will send them to ABBYY FlexiCapture. Then there’s a process called re scanning that we’re not going to highlight in this video, but if we were to re scan, that would be the option that we use. What we’re going to do first is scan some pages. Now we can just click the button, but before I do that, you can see here we have some options to select a scanner that is attached to our computer or we can import from a directory. That’s what this demo is doing. We simply hit the scan button and you can see it’s processing documents here as we speak.

What you see here in front of you is nine pages of documents that we have and you can just highlight them. We can also zoom in as much as we need to or zoom out on the thumbnails. We have very nice thumbnails here to show us what documents we scanned in. At any point in this process, we can do what we want to with the images. You see we have some quick shortcut buttons, but we can also right click here and rotate if necessary. We can delete pages if we don’t want them. We can do all kinds of neat little things here. We can flip them, crop them, make them black and white, those kinds of things just based on whatever our business requirements are.

What we can do here is, once we’re done and once we’re happy, you can see we have a batch of documents and we can simple send those to ABBYY FlexiCapture. Now that’s the default option when I click this button, but I’m just going to highlight here. You can see we have all kinds of different options we can do just based on whatever our business process is. We can send them directly to the ABBYY FlexiCapture software and when we do that, it will assume that we’ve already selected the options that we have. Typically, that would be which project we’re working within ABBYY. If we’re using batch types as an organization, what batch type I’m processing. The same with registration parameters if we’re using that as well. All I need to do is send that to ABBYY FlexiCapture and they will be processed.

Once they’re processed here, you can see they turn gray and we are no long needing to do anything with that batch. What I’m going to do again is we’re going to scan a whole nother batch. I just want you to see some of the options here. If for some reason our business process demands that we separate pages into separate documents, we have the ability to do that. You can see here a batch can have multiple documents and documents can have multiple pages. We have the ability to control. We can, of course, drag and drop things as needed where needed.

This is a very neat little station. We have a lot of functionality to allow our users to control what they need to when it comes to processing scanned images. This is the ABBYY FlexiCapture Scanning Station. It is as simple as what you just saw. We scan, we send to the software, and then as a scanning user, we are completed, and the document will then go through the processing stages and we’ll eventually hit a verify user if necessary.

This is the scanning station. I hope you enjoyed the video. If you have any questions, please let us know. Thank you.

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America’s leading supplier of Wheel Ends to OEM manufactures now receives over 200,000 paper invoices every year from its vendors. Manually processing the documents demands the time of twelve employees – a task that the company decided to automate using ABBYY FlexiCapture® for Invoices.

Dealing with debit memos manually would take four people 3-4 hours a day. With FlexiCapture for Invoices, one person can do it in an hour.” EDI Group Manager

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