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AP Process

AP Process is the term used when discussing tasks typically performed in the Accounts Payable department.

  • ABBYY FlexiCapture Capture Software

    abbyy flexicapture document capture and forms processing software UFC® incABBYY FlexiCapture® is a data capture and forms processing software solution that automates the mundane tasks of extracting data from documents. Imagine if you could automatically extract all of the checkmark and handwritten data from a survey form. Or read all of the line items from a multi-page invoice and compare each line to what is expected on a purchase order.  Users of FlexiCapture report a savings of up to 50% in their invoice processing.  And the product does much more than just invoice processing.

    FlexiCapture provides a multi-lingual data capture and document processing application that automatically converts streams of various documents into business-ready data and provides accuracy in classification and data extraction, high scalability, and advanced integrity and customizability. The unique software product is designed around your needs such that two version are available. The stand-alone version is optimized for users in a single location processing smaller volumes of fixed and flexible formatted documents, such as invoices and purchase orders, but don't need multiple users performing the scan / index / verify functions.  FlexiCapture Distributed is a web based solution that brings the power of the FlexiCapture engine to multiple web users through distributed architecture running on a Windows Server. Request demo and information for ABBYY product min

    Benefits of ABBYY FlexiCapture Document Capture Software:

    ABBYY FlexiCapture helps organizations increase efficiency by automating paper-based business processes and is intended to meet most throughput needs — ranging from small departmental tasks to larger enterprise projects for any kind of document in one stream, including:

    • Fixed forms (questionnaires, surveys, tests, tax returns, application forms)
    • Semi-structured documents (invoices, purchase orders, explanations of benefits, receipts)
    • Unstructured documents (contracts, letters, articles)

    Once captured, the documents are classified, recognized, verified, and transferred into reliable, accurate, searchable, and highly structured electronic data critical to business processes. ABBYY FlexiCapture provides powerful set-up tools and flexible processing workflow to accomplish document processing tasks of any complexity. FlexiCapture is compatible with a wide range of scanning devices supporting TWAIN.

    Create Your Own Paper or Electronic Forms:

    Need to create new paper or electronic forms? When you purchase FlexiCapture, the powerful ABBYY FormDesigner is included at no additional charge. This software tool allows you to create a wide variety of forms for electronic extraction of data in FlexiCapture or any forms processing software application. This tool provides for rapid form scanning since when you create the form it also builds the ABBYY FlexiCapture document definition for you behind the scenes. This is especially important if you need to extract handwriting from forms. Unless the form was designed for electronic handwriting extraction, the results will likely be poor until the form is redesigned with this purpose in mind - see our article about this. This is an area with which we can provide you with assistance. Although any form processing software has a learning curve, UFC® can help you get up to speed quickly through our talented staff who has worked with FlexiCapture since its inception and also with the previous product ABBYY FormReader. When you are ready to distribute your form, you can begin extraction of any type of data included machine printed text (OCR), hand printed text (ICR), check-boxes, determining if a signature is present (OMR), and also most types of 1-d and 2-d bar codes. 

    The FlexiCapture price is low enough for you to see a very fast return on your document capture software investment, often in as little as one year. The way that FlexiCapture pricing works is that you pay once for the annual page volume that you expect to process. Should your document capture software need changes, you can just move up to the next higher price level - there are no per-page charges for FlexiCapture.

    The options for integration of ABBYY FlexiCapture with other systems are almost unlimited. FlexiCapture provides out of the box support for export to Microsoft SharePoint and many other applications such as export to a database or a Microsoft Excel spreadsheet. If you desire to go further, UFC® provides comprehensive integration of the complete FlexiCapture line including a bundled application called MuWave® Forms Pro QSX which leverages the SDK engine product FlexiCapture Engine into the Quillix Web capture solution. This unleashes the forms processing power of FlexiCapture with the simplicity of the graphical capture workflow engine provided by Quillix. 

  • Accounts Payable Purchase Order and Invoice Processing

    Read about our accounts payable (AP), purchase order and invoice processing solutions.

  • AP and Invoice Processing Solutions

    We provide a variety of solutions to automate your accounts payable process in order to reduce costs and the turn-around time to receive time-sensitive payments more quickly.  These are out of the box, proven software solutions by our trusted partners - not custom creations which haven't been proven. UFC has been offering forms processing solutions almost since their inception.  We have done the research necessary to provide solutions which offer out of the box integration with your ERP system including Oracle, SAP, and Great Plains. 
    receive more information and demo
    How We Can Help With OCR Invoice Software:
    We can provide you with a comprehensive Accounts Payable or Invoice processing solution which would reduce your administrative labor expense as well as reduce the time required in the billing cycle. Our invoice recognition software accomplishes the following functions and can be customized to provide an interface to almost any back-end system including FileNet P8.

    • Automatic sorting of invoices by vendor and extraction of data from each different vendor's format.
    • Two way match and three way match with your existing accounting or ERP system. With the three-way match the system provides a method to match the invoice, purchase order and packing slip to ensure all three documents contain the same detailed information for each order.  

    Here is How the Invoice Processing System Works:

    1. Invoice Scanning Process - The invoices are provided to the accounts payable automation system by any of the following methods: Scanning, monitoring of a network folder, email, or fax. This provides a rapid means of scanning invoices into the accounts payable system.
    2. Text Extraction - The invoice processing system automatically OCR's the vendor invoice or purchase order documents and validates these details against your ERP or accounting system. This is the point at which the accounts payable three way match would be done.
    3. Verification of Invoices or Orders - If the invoice processing system is not 100% confident of the values extracted during the OCR process, these are flagged and presented to the user for verification.   
    4. Export and Integration - Depending upon your needs, the extracted data and documents are exported to your back-end system. This integration happens behind the scenes to better automate your accounts payable process. 
  • Datacap

    Read about IBM's Datacap document capture software.

  • IRISXTRACT Intelligent Document Capture

    IRIS Canon Logo 260px
    IRISXtract for documents is an intelligent document capture and forms processing solution which automatically classifies documents arriving from a host of different input sources such as email, fax, watched folders, and paper documents. IRIS then extracts the data from the documents and places it inside your business application. The unique IRIS system does not require the creation of templates. It does this by providing an intuitive interface for your employees to indicate the data to be extracted. The process can be done by the same personnel that is currently responsible for your Accounts Payable or Purchase Order processing - no IT knowledge is required. Out of the box "solution packages" are available for invoice processing and purchase order processing. These allow you to automatically extract vendor information and line item details while communicating with your ERP or accounting system to provide matching of records. 

    The IRIS price is very competitive with other solutions.  Just complete the contact form on this page and we will send you complete IRISXtract pricing.


    What Makes IRISXtract Unique? A Template Free Solution

    IRISXtract is a completely template-free document capture and forms processing solution. This unique technology empowers business level users to recognize new documents on the fly without having to change a template. Each time the system encounters a new document that it hasn't seen before, all the user does is tell the system where to expect the fields. The next time the system encounters the document, it automatically extracts the information from the page.  

    Introducing UFC's AP Energize Powered by IRIS

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    Benefits of IRISXtract for Invoice Processing:


    Reduced Cost with "Touchless" Processing

    By reducing and in some applications, removing the need for manual document classification, separation and data extraction organizations can drastically reduce their operational costs - the higher the level of Touchless Processing, the greater the cost reduction. With AP Energize users achieve high levels of automation on any document type.


    Increased Speed

    Manual document classification, document separation, and data extraction is time-consuming, tedious, and a poor use of knowledgeable workers' time. By automating these processes, AP Energize allows knowledgeable workers to focus their efforts on value-adding tasks such as customer service or query resolution. Speed of processing is also increased when processes become touchless.


    Increased Processing Capacity


    By removing the need for manual document classification, separation, and extraction, companies are able to process more transactions each day while maintaining the same staffing levels. With AP Energize, users achieve high levels of productivity on any document type.

    Higher Data Quality

    Manual document classification and data extraction is error-prone – humans typically achieve a peak accuracy rate of 70%. By automating these processes and tuning the technologies on a customer's documents, AP Energize can improve the quality of extracted data compared to manual keying (typically reducing the error to < 10%) while maintaining a high degree of automation. In addition, the powerful data validation capabilities of AP Energize ensure that extracted information is correct before it is used by the business systems to assist in decision-making processes. The result is fewer processing exceptions compared to manual methods, fewer customer queries and more accurate and timely decisions.

    Improved Compliance

    AP Energize provides a controlled IT-based framework for gathering sensitive supplier data as soon as it enters an organization and delivering it quickly into a secure repository. Powerful data validation capabilities ensure that the data is correct. Accurate document classification means that content retention and security policies can be applied more reliably.

    Increased Responsiveness

    AP Energize can classify, separate and extract a document in a matter of seconds, and can run outside normal business hours if necessary. Consequently, documents can be processed more quickly than by manual methods, reducing the time to complete each transaction and benefiting both the user and their customer.

    Improved Process Auditing

    Manual processes are intrinsically difficult to audit. Using automated technology to process documents means that every step can be controlled, monitored and reported on. As a result, organizations can better meet the requirements of regulatory compliance and bottlenecks can be identified more easily.

    One Product for All Document Types

    AP Energize is the most complete and versatile document classification and data extraction offering on the market today. It can process structured, semi-structured and unstructured documents, including forms, invoices, checks, correspondence and any other document type, on the same platform. Legacy documents can also be processed, thus avoiding expensive and time consuming forms redesign process and allowing efficient back file conversion.

    Lower Total Cost of Ownership

    AP Energize features powerful learn-by-example technologies for classification and extraction that can be configured more quickly and cheaply than traditional rules based methods. Then, as documents are processed in a production environment, learning can be used to 'teach' the system characteristics of problem documents so they are processed automatically in the future, increasing ROI and reducing TCO since no IT skills are needed.

    Ergonomic Keying and Data Validation

    In an advanced recognition environment, easy to use and efficient data validation is vital for maintaining productivity – poor validation design can cancel out the benefits of automated classification and extraction. During production, screen navigation and image manipulation are logical and easy to use. Separate interfaces are provided for reviewing document classification, single character correction and data validation, and at each stage the interface can be tuned for maximum efficiency.

    Reduced Training Costs

    AP Energize user interfaces are highly customizable to meet customer specific requirements in terms of screen layout and interface behavior. They can even be configured to mimic legacy systems. This reduces training costs and speeds up the adoption of new systems.

    Powerful Reporting with the IRIS Production Database

    A reporting system called Production Database is available to provide reports of all document capture tasks performed on your system. As documents are processed AP Energize gathers detailed information regarding recognition rates and presents statistics per field, document types, and average over user selectable time periods. This allows users to monitor system performance and get early notification of any issues. 

    Facts about Invoice Processing

    Did you know that:

    • The average cost of processing an invoice is more than $15 for most organizations
    • The average time to process an invoice is 29.8 days
    • 83% of invoices are still paper based
    • Most organizations have a manual approval process
    • Manual paper based filing of invoices leads to errors and lost invoices

    Benefits of Using IRISXtract:

    • Reduce manual effort by approximately 90-97%
    • Realizing early payment discounts
    • Eliminating late payment fees
    • Negotiating better pricing from suppliers
    • Reduction of storage, retrieval costs
    • Reduction in exposure to government compliance issues
    • Improved financial reporting

    Standard Functionality Included in IRISXtract:

    Web Verify - No Additional Licensing is Required (Other than Existing Verification Users)

    IRISXtract’s WebVerify is a new verification client for the cloud.  It can run in parallel with the “classic” IRISXtractTM Verify, and enables to verify documents completely in the World Wide Web. WebVerify provides the majority of features known by the classic solution with a high compatibility to the existing IRISXtractTM applications. WebVerify builds a verification solution which is accessible from everywhere you want, just by means of a modern browser, and without any installation on the user side. Configuration aspects as well as software updates are made at one single place, which dramatically decrease administration efforts.

    Requirements: In order to use WebVerify, you need a recent IRISXtractTM v4.1 installation and a Microsoft IIS Server (included in most editions of Microsoft Windows).  On the user side, the recent versions of the major desktop browsers (Mozilla Firefox, Google Chrome, and Microsoft Internet Explorer) are supported. 


    Solution Packages Available (Ready to Run Applications):

    IRISXtract is available with several powerful solution packages. These are pre-built, out of the box solutions for processing purchase orders, accounts payable processing, and automatic email extraction.  The following solution packages are presently available:

    SP Accounts Payable

    This solution package provides a one stop, out of the box invoice processing solution which also includes an interface to several popular ERP solutions. 
    Download a brochure of IRIS AP

    SP Orders

    This solution package provides an out of the box solution for processing of purchase orders. 
    Download a brochure of SP Orders.

    SP XMail Fetcher

    This solution provides a powerful, ready to use application for receiving documents from email. 
    Download a brochure of XMail Fetcher.

    Watch a Short Video Showing IRIS in Action:



    See How IRIS Classifies Documents Without Templates:



    See How IRIS Classifies Documents Without Templates: