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