Invoice Processing System - Newgen Software

SOLUTIONS FOR BUSINESS PROCESS & CONTENT MANAGEMENT

Invoice Processing System

SOLUTIONS FOR BUSINESS PROCESS & CONTENT MANAGEMENT

Invoice Processing Solution (IPS)

IPS automates capturing of OCR data from invoices. It is a specialized solution custom made for extracting data from invoices. IPS is designed specifically to detect fields that appear in all invoices such as invoice number, purchase order number, invoice date, invoice total but are found in different locations and in different invoice formats. IPS extracts the data automatically for both key fields as well as line-items without the need to create separate vendor templates at start up.

This is achieved through the use of rules pre-configured in the system. These rules are built utilizing content as well as the pattern and layout of invoices. When a new vendor invoice is introduced for the first time into the system, the key fields such as invoice number, date, and invoice total as well as line-item data are automatically extracted from the invoice based on these pre-configured rules. The rules can be continuously refined and enhanced with time when the automatic recognition doesn't capture all the data.

Automatic Vendor Detection

IPS detects and returns vendor name & code based on unique vendor details such as vendor name, address, telephone, fax, etc., which are present in the header of a vendor invoice. This could be a combination of any information that is unique to the vendor and present on the invoice and can vary from one vendor to another. Vendor details can be imported to IPS vendor master as a one-time activity, and updated as and when new vendors are introduced to the system. The rules for vendor matching and identification are generated automatically while importing vendor details in IPS definition module.

Add New Vendors Online for Auto Recognition

IPS gives flexibility to users for adding invoice of a new vendor for auto vendor recognition in the IPS system. This is possible online while data verification from same user interface without any need to leave the IPS system.

Processing Multi-page Invoices

IPS easily processes both single page invoice as well as invoices that consist of multiple pages with line item data stretching into more than one page and the invoice footer information such as invoice total in the last page of the invoice. There is no need to pre-sort into single and multipage invoices.

Auto-orientation Detection

IPS automatically detects and corrects the orientation of invoices scanned with varying orientation.

Automatic Image Correction & Enhancement

Skew, if any present in the invoice is automatically detected and corrected. IPS can detect and correct skew present in the invoice up to 10 degrees. Background noise is removed automatically while processing of invoices.

Processing Color and Grayscale Invoice Images

Invoice Processing System supports processing of Color and grayscale invoices.

Automatic Document Separation

Automatic separation of individual invoice records is supported through the advanced document separation features available in OmniScan. Individual invoice records are identified and separated while scanning and work items are routed to the IPS Extraction engine for processing. The extraction engine processes image consisting of a single invoice item. The image could be a multi-page invoice or an invoice with attachments.

Automatic Recognition of Invoice Line-items

IPS uses pattern based mechanism for extraction of line-items from invoices. When a new vendor invoice is introduced for the first time into the system, IPS automatically detects the line-item pattern based on pre-configured rules and extracts the line-item data from the invoice using this pattern. The line-item pattern is then added to the system for this kind of invoice. When subsequent invoices from that vendor are introduced next into the system, IPS utilizes this pattern to recognize and extract them correctly. The rules for line-item pattern detection and extraction can be continuously refined and enhanced with time when the automatic recognition doesn't detect all the line-items. This could be done from the online interface using simple point and click steps.

Barcode Recognition

IPS automatically recognizes barcode present in the invoice, independent of the location or orientation of the barcode.

XML Formatted data

The extracted field data is saved as XML format with field level detail as well as character level detail including character confidence values returned by the OCR engine.

Automatic Invoice Routing and Approval Workflow

The workflow routing and approval process of invoices can be adapted to meet customer requirements through the OmniFlow framework. IPS comes with preintegrated modules for configuring IPS extraction and data upload services to Newgen OmniFlow. The Form Registration Service or FRS for fetching the invoice work-item and image from OmniFlow for OCR extraction, the IPS Extraction Service for the core OCR extraction service and the Data Saving Service or DSS for uploading the extracted invoice data back to the work-item in OmniFlow. IPS Service Manager provides a simple interface for managing and configuring these IPS modules to Newgen OmniFlow.

Automated and Scalable Extraction Modules

IPS is designed to scale for managing large volumes in production environments. The throughput of the system can be increased by plugging-in more IPS modules to the system that can be configured to run simultaneously in the background without requiring any manual intervention.

The Architecture of IPS Web Verification Client

Omni Flow Web Client

NG Form (NGFUser.jar)

Web services

IPS Database

IPS automates capturing of OCR data from invoices. It is a specialized solution custom made for extracting data from invoices. IPS is designed specifically to detect fields that appear in all invoices such as invoice number, purchase order number, invoice date, invoice total but are found in different locations and in different invoice formats. IPS extracts the data automatically for both key fields as well as line-items without the need to create separate vendor templates at start up.

This is achieved through the use of rules pre-configured in the system. These rules are built utilizing content as well as the pattern and layout of invoices. When a new vendor invoice is introduced for the first time into the system, the key fields such as invoice number, date, and invoice total as well as line-item data are automatically extracted from the invoice based on these pre-configured rules. The rules can be continuously refined and enhanced with time when the automatic recognition doesn't capture all the data.

System Architecture

Scanner

Scanning Station

Recognition Station

Export to End-User

Verification & Validation Station

Applications

Offline Extraction

Omni Flow

IPS Web Service

FRS

IPS

DSS

Database Liberary

IPS Database SQL 2000/2005/2008

Why Newgen

Core Competence in Imaging Newgen has more than fifteen years of experience in Imaging. Newgen has developed a rich set of imaging libraries for image transformation, compression and enhancement.

IPR Ownership Since the IPR ownership of the complete solution offered (up to the engine level) is with Newgen, it offers the banks easy maintenance and customizations. The future developments on the solution would be easy to integrate and manage. The India Advantage With over 600 Software Engineers based out of its R&D and Product Development centers in New Delhi and Chennai, Newgen is uniquely positioned to cater to even the most complex and focused needs of the banks in minimal time frames and at low support costs.

Rich Experience Newgen is the leading solution provider of Imaging-based Document Management and BPM solutions for a wide range of national and international clients across various industries.

Representative list of customers HSBC Bank, Deutsche Bank, Hua Nan Bank, ABN Amro Bank, ICICI Bank, IDBI Bank, State Bank Of India, ING Vysya Bank, CitiFinancial, RAK Bank, Bank of Tanzania, Max New York Life, Bajaj Allianz., Unilever, Philips, GE Countrywide, EXL, Satyam Nipuna, iGATE, Core 3, Ranbaxy, GSL, Kenyan Airways and SEC Phillipines.

Newgen Software Technologies Ltd. A-6, Satsang Vihar Marg, Qutab Institutional Area, New Delhi - 110 067 INDIA Tel: +91-11-4077 0100, 2696 3571, 2696 4733 Fax: +91-11-2685 6936 Email: corpmktg@

US: Newgen Software Inc. 1364 Beverly Road, Suite 300 McLean, VA 22101 Tel: +1-703-439-0703 Email: usa@

UK: Newgen Software Technologies Ltd. 68 Lombard Street, London EC3V, 9LJ Tel: +44-207-868 1736 Mobile: +44-78154 96669 Email: intmkt@

UAE: Newgen Software Technologies Ltd YI 46, PO Box 120586 Sharjah Airport International Free Zone Sharjah, United Arab Emirates (UAE) Email: emea@

Newgen Software Technologies Limited is the market leader in Business Process Management (BPM) and Enterprise Content Management (ECM), with a global footprint of over 800 installations in about 40 countries. More than 100 of these implementations are large, mission-critical solutions deployed at the world's leading BFSI, BPO and Fortune Global 500 companies.

Newgen Software has been positioned in the Magic Quadrant for Enterprise Content Management (ECM), 2009. The company has been recognized by distinguished analyst firms like Frost and Sullivan as a 'Hot Company to Watch for' in their global ECM Market report, 2009 and by IDC in its exclusive report "Newgen Software: Global Leader in Business Process Management and Document Management Solutions". Newgen has won prestigious awards such as CNBC-TV18 - "Emerging India Award 2008".

With HSBC and SAP investment, Newgen is one of the rare product companies to have the backing of both leading financial and technology companies of the world. Newgen's Quality Systems are certified against ISO 9001:2008 and Information Security Standard, ISO 27001:2005. Newgen has been assessed at CMMI Level3.



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