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ASPEN 360 AP-Virtual File Edition

Virtual Filing of Invoices, Expense Reports, and Journal Entries

The virtual filing component of ASPEN 360 AP-Virtual File Edition (AP-VFE) includes all the tools necessary to upload, store and index your invoices, expense reports, and journal entries. Documents can be scanned and indexed directly by your organization. You can also upload documents via:

Email – you can email invoices directly to an assigned email address.

Upload - electronic invoices can be submitted using the AP-VFE document upload feature.

FTP – images can be transmitted by secure FTP to the AP-VFE.

Electronic – you can transmit the electronic invoice data as well as render an image of the data in the format of an invoice.

ASPEN 360's Invoice Virtualization Center

If you do not want to handle the imaging and indexing, your documents can be submitted to ASPEN 360’s Invoice Virtualization Center (IVC). Invoices can be submitted to the IVC by:

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

Email – email an invoice directly to an assigned email address.

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

Electronic – through our E-Invoicing partner, you 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.

ASPEN 360 Invoice Virtualization Center Invoice Submission Process

Invoice, Expense Report, and Journal Entry Data Capture

The index information can be transmitted along with the documents, or the data can be entered in the AP-VFE. If you choose to use the IVC, Archive Systems will deploy a combination of OCR and manual data entry to capture the predetermined invoice data.

You can index documents in a variety of ways including:

Online Indexing - Document images can be sent directly to AP-VFE without any previous indexing. Document images would then appear in the online indexing module where an indexer would identify the required field or fields that make the document unique and allow for subsequent search and retrieval functionality.

Barcoding - The process of generating barcodes in AP-VFE is handled directly within the application to properly index the document.

Document Upload Indexing – Previously imaged documents can be uploaded directly into AP-VFE.

Invoice Data Verification

You can visually compare the document image to the index information in the AP-VFE and make any corrections. If you utilize the IVC, OCR is used to pull the index information from the invoice. Quality Assurance then corrects any data discrepancies that OCR could not validate. This combination of quality controls and reviews ensures the IVC achieves the highest possible levels of accuracy.