Accounts Payable Automation | A/P Automation
A/P Automation is the process of taking manual, paper-intensive processes associated with invoice review and approval and converting them into a paperless electronic process. Although there are several purchase-to-pay automation and A/P automation options available, ASPEN 360 Accounts Payable Edition is the unique solution that enables you to virtualize the back office without the need to install and manage additional infrastructure.

Annotations
Changes or additions can be made to an image without affecting the original document. Typical examples include highlighting text, affixing sticky notes, writing free-form text, blocking out confidential information, or affixing a pre-determined stamp on a document.

Backfile Conversion
Service provided to convert legacy data, normally through scanning and data mining. Archive Systems provides backfile scanning services to scan archived paper files and convert to electronic image files.

Bar Code
A system of portraying data using machine-readable lines that encodes indexing information. ASPEN 360 will generate a barcode indexing sheet that can be printed and inserted in front of a document to be scanned. This eliminates the need for any manual indexing and speeds up the archival process.

Batch Processing
A type of data processing in which related information is grouped together and processed at a specified time.

Document Imaging
The process of converting data from paper to a digital format such as a TIFF or PDF. The process also involves the online storage, retrieval, and management of electronic images of documents.

Document Management
The management of both electronic and paper-based documents. A document management system usually includes document scanning, a database for storing the electronic files, and software to search, retrieve, view, annotate and route the images.

Document Preparation
Steps to ready documents for scanning by removing paper clips, staples, bindings, etc.

Document Process Outsourcing
With comprehensive Document Process Outsourcing (DPO) services, an outside vendor "manages" an organization's documents as a service. Such a service typically spans document receipt, document and data capture, content storage and management, workflow management, and reporting.

ICR
Intelligent Character Recognition. The ability of software to recognize and translate handwritten characters into machine-readable text.

Index Fields
These database fields are used to define the contents of a document. ASPEN 360 can instantly find a document by searching the index fields.

Metadata
Data about data, or information known about the image in order to provide access to the image. Usually includes information about the intellectual content of the image.

OCR
OCR (Optical Character Recognition) is a process in which an images, or designated areas of an image, are converted into editable text.

PDF
PDF (Portable Document Format) is a file type developed by Adobe Systems that captures the formatting details from an application. This allows the file to be viewed on another system and have it appear as it was intended.

Scan-on-Demand
Scan-on-Demand services enable you to build your imaging archive on an as-needed basis. With Archive Systems' Scan-on-Demand document conversion services, you can request hardcopy records and view them as electronic files from your desktop in 15 minutes.

Software-as-a-Service
Software as a service (SaaS) is a software distribution model in which applications are hosted by a service provider and made available over a network such as the Internet.

Source-to-Shred
A solution that incorporates all elements of the document lifecycle including: conversion services, document scanning, Web-based document imaging, hard copy records storage, and certified document destruction.

TIFF
TIFFs (Tagged Image File Format) are bitmap images. The quality of the image depends on the file's resolution. Archive Systems converts documents to TIFF images to provide a clear image for viewing over the Web without degrading quality.

Web-based
Refers to software or services such as ASPEN 360 that are offered over the World Wide Web (Internet) and use a Web browser to access them.

Workflow Automation
Workflow Automation involves the automatic routing of documents to the users responsible for working on them. The documents are routed using a company's business rules, resulting in significant reductions in time-consuming manual processes.