OCR Automated Invoice/Document Reading (FIS/fci) FAQs
Does FIS/fci only work with SAP ERP?
Actually no. FIS/fci extracts the required data from an invoice (or other accounts document) and exports an <xml> data file. The file can be imported into most ERP solutions not just SAP ERP.
Where is the software installed?
FIS/fci runs on a designated Windows server, separate to the SAP ERP or other ERP system.
How may OCR engines does FIS/fci have?
FIS/fci support 3 OCR engines.
Why is only one OCR engine displayed on my invoice?
FIS/fci displays 1 data reading when all 3 OCR engines are in agreement. If an OCR engine derives a different data string, then all 3 data results are displayed on the invoice.
How much time will FIS/fci save my AP Team?
FIS/fci extracts invoice/document data from day one of installation. Initially, FIS/fci uses “free-form” technology to lift the “plausible” invoice data – i.e. looking for familiar words and extracting data in adjacent locations on the invoice. FIS/fci requests a user to confirm or correct any data where there could be ambiguity or if data is missing. The data on the first 5 invoices is stored in an intelligent knowledge base, which is then engaged with subsequent invoices from the same supplier. Each project is different but typically 90% + of PO reference invoices can be read without AP involvement in the data entry phase when the knowledge base is conditioned with accurate information.
Do all the “plausible” invoices move automatically into my SAP/ERP system?
If the invoice is in a batch of, say, 30 invoices – then FIS/fci requests completions for each invoice in the batch that needs checking or has data missing. All 30 invoices in the batch are transferred to the SAP or ERP system once all invoices are “plausible” – ie. read automatically first time or corrected by an AP clerk. Emailed invoices attachments are normally in a batch of 1 invoice.
How may invoices from a specific supplier are needed before FIS/fci reads automatically?
It is normally configured to 5 invoices per supplier.
What are the general rules around accepting emailed attachments for e-invoicing?
The attachment needs to be in pdf format, one invoice per attachment, however one email can include several attachments. The pdf invoice attachment can be of a scanned invoice or, more commonly, a pdf generated by an ERP or Finance application.
Does FIS/fci use AI – Artificial Intelligence?
Yes. FIS/fci was developed to replace manual data-entry with an automated alternative. AP departments make time and money savings plus the data extracted by FIS/fci will be read with higher accuracy. FIS/fci uses many technology components to make sure that an invoice is read accurately and quickly without (or with minimal) human intervention.
What happens if I receive an invoice from a “one-off” supplier?
If the supplier is not present on the supplier master file – then one alternative is to code the supplier as a one-off supplier (CpD Vendor – its Latin). Alternatively the invoice could be processed when the new vendor is on the next supplier file from SAP or ERP.
What happens if I receive invoices in Spanish or Italian languages?
FIS/fci supports a “language pack” that is used to read the content of invoices in most languages including European text and Chinese etc. A comprehensive list of the language capability and the GUI languages is available. FIS/fci knows that “Invoice” is written as Factura in Spanish, Rechnung in German, Fattura in Italy etc.
How does FIS/fci know if the tax rates on the invoice are correct?
FIS/fci is updated with a tax-code reference file from SAP or ERP on a daily basis. Any potential anomalies are passed to clerk for review.
How does FIS/fci know which company code the invoice is for?
When FIS/fci processes an invoice – it references a “company code” file from SAP or ERP – i.e. a list of legal entitles that the invoice could potentially be addressed to.
What happens if I know that we have received an invoice with the incorrect price on it?
FIS/fci is only tasked with extracting very accurately the data that is on the invoice. If the price is actually incorrect – then this is managed in FIS/edc (for SAP) for instance. If the PO, arithmetic between net and tax, or date are incorrect on the invoice – FIS/fci will ask an AP operator to check but the exact data on the invoice is passed to the next part of the process from FIS/fci
What happens if I run out of document licences before the “reset” day?
FIS/fci will alert specific users or groups via email when it reaches 90% of the document volume limit. When the volume is reached then FIS/fci will stop working until the reset date. New document quantity upgrades can be installed within 1 or 2 days.
What happens if some of my AP team cannot access FIS/fci?
FIS/fci is licenced on a concurrent licence basis. This means that for a 6 concurrent user licence configuration, for instance, the 7th person will not be able to access the system. An AP person will need to log-out or additional completion/correction licences can be installed separately.
Does FIS/fci only work with invoices and credit notes?
Actually no. FIS/fci is generally employed for reading supplier invoices but can be configured for other accounting document categories such as vendor statements, payment advice notes, sales orders, order confirmation etc.
Can FIS/fci read handwriting or hand written invoices?
Invariably FIS/fci will read hand written data where the letters are printed separately but will probably not be able to read handwriting. In these cases, the invoice will be passed to an AP member for completion/correction.