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ASPEN 360
Accounts Payable Edition

Invoice Submission and Data Capture

With ASPEN 360 Accounts Payable Edition, vendors are able to send invoices in any number of methods, including paper, email, fax, EDI810, and more. ASPEN 360 receives the invoices and data in any format the vendor currently transmits and converts it to electronic format. The document conversion and data capture occurs through one of the ASPEN 360 U.S.-based Invoice Virtualization Centers.

ASPEN 360's Invoice Virtualization Center

ASPEN 360’s Invoice Virtualization Center (IVC) ensures that you never have to handle a paper invoice again. Invoices can be submitted to the IVC by:

  • Mail – invoices can be mailed directly by the vendor to one of our virtualization facilities, managed through a secure lockbox environment.

  • Email – vendors can email an invoice directly to an assigned email address.

  • Upload - electronic invoices can be submitted by the vendor via the ASPEN 360 document upload feature or by an approved user at your company.

  • FTP – If you already have an imaging process in place, images can be transmitted via secured FTP to ASPEN 360.

  • Fax – invoices can be faxed to a dedicated fax number.

  • Electronic – through our E-Invoicing partner, vendors can submit invoices electronically which will transmit the electronic invoice data as well as render an image of the data in the format of an invoice.
  • Once completed, the invoices will be SmartRouted online through ASPEN 360 Accounts Payable Edition.

    ASPEN 360 Invoice Virtualization Center Invoice Submission Process

    Invoice Data Capture

    After the invoice is received, Archive Systems will deploy a combination of OCR and manual data entry to capture the predetermined invoice data. The invoice header level fields are indexed to the corresponding invoice image. The line item invoice data fields are captured as part of three-way matching and straight through processing.

    Invoice data header fields typically captured include:

  • Invoice number
  • Invoice Date
  • Invoice Total Amount
  • Vendor Name
  • Point of Contact
  • PO Number
  • Line item invoice data fields typically captured include:

  • PO Number
  • Line Number
  • Item/Stock Number
  • Item/Stock Description
  • Quantity
  • Unit price
  • Line amount
  • Invoice Data Verification

    After data capture, invoice fields which OCR could not identify are then verified for accuracy by a user. Quality Assurance then corrects any data discrepancies that OCR could not validate. This combination of quality controls and reviews ensures the Invoice Virtualization Center achieves the highest possible levels of accuracy.

    Invoice Data Verification Process




     
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    Site Last Updated: 10-2-2008