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                  The complete automated system for Invoice Capture & Processing

CYCInvoice Processing frees Accounts Payable staff from the drudgery of sorting and inputting invoices.  It automates the process of invoice authorisation and it removes the possibility of lost invoice paperwork. 

The system can be configured and integrated with legacy systems to automate the processing of supplier invoices to improve the flow, sign-off and payment of invoices.

Invoices are scanned and using the image file, they are sorted.  Following sort, data from invoices is identified and ‘read’.  This completes the data capture.  The image and ‘read’ data are saved and are then AP accessible via the CYCLOPS VIEWER or the Legacy system. 

CYCInvoice Processing automates the task of Invoice Authorisation.  AP staff are able to manage and progress the payment and Authorisers are able to approve or otherwise with the benefit of the invoice image, all relevant invoice data and explicit predetermined options.

Cyclops Invoice Processing System is built around the standard suite of Cyclops products including the CYCMail document identification module, Cyclops-EDMS documentation management system, CYCXtract form recognition module and CYCFlow WorkFlow solution.

CYCMail: Invoice Capture Processes

Cyc-Mail is a self-learning software product which classifies documents into pre-defined types.  This enables the automated identification and sorting of documents. The classification is performed using advanced pattern-matching techniques combined with knowledge based context to understand their relevant content.  Relevant data can be extracted from any kind of business document; typically comprising a mixture of structured and loosely structured formats. This versatile capture approach is suited to the processing of most business documents, such as supplier invoices, delivery notes, purchase orders, Goods Received Notes, inbound mail, etc.

Classifying the document types & styles

CYCMail classifies documents into pre-defined categories by applying rules that were acquired through training. For known document formats, CYCMail typically uses pattern matching techniques against pre-defined templates.  This is an order of magnitude faster and more tolerant to poor document conditions than the generic text based matching approach. However, where no previous knowledge exists (e.g. unfamiliar document type) such that the incoming document is not described by a template within the library, then the classification is based upon reading the document text and applying rules to identify its style and the location of the fields of interest contained within the document. Once identified as a regular document type, a document’s template may be added to the template library for future invocation.  CYCMail proceeds to read and validate the contents of each document using “find and extract” rules specified within the document type’s definition file.

Content Extraction

Reading the information from documents requires transforming of the textual content into a machine-understandable format. Locating the data of interest is accomplished through the following approaches: 

• Locating the data residing within the pre-defined zones within document templates for known document types.
• Searching each document page for prompting text or symbol that provides a target-finder in the vicinity of the information of interest (e.g. INVOICE, TOTAL AMOUNT, DELIVERY DATE, etc.).
• Understanding the nature of the contents being read and relating them to pre-described rules or parameters.  Suitable when the information is self-evident from the structure and logical context (e.g. tabulated, dates, etc).

Creating The Rules

Rules are created using machine-learning from a representative sample of each document type. The learning algorithm is applied by the system itself however; the rules may be finessed using the scripting editor (i.e. EasyBasic language) resident within the DESIGNER toolset.  Typically, CYCMail performs in automated background mode without operator attendance. Exception items are handled using an intuitive graphical user interface by an administrator or user.

Handling The Exceptions

Documents that cannot be classified or validated are typically routed to exception queues for assessment by an administrator. These are classified manually, and potentially recurring items added to the template libraries.

WorkFlow from the Users Perspective

The business processes are managed using GSA’s CYCFlow product.  The following details an example WorkFlow:

• When an Inbound document is received eg invoice, a WorkFlow is automatically started in order to route the document around the organization.
• The invoices from the client’s suppliers would be classified and those patterns matching to templates resident within a library will be extracted and validated in accordance with their pre-defined business rules, and matched against the purchase order records held within Accounts system.
• The key fields for those invoices not described within the template library will be extracted using full text analysis from rules to search for the relevant fields and extract the entered data.
• The receipted invoices and payment requests will be analyzed by the Cyclops solution and processed within the WorkFlow in accordance with the client business requirement. 
• The invoice images and invoice data are available to view within the Accounts Payable Legacy System or within the CYCLOPS VIEWER. 
• Those invoices without originating purchase orders will be forwarded for approval and reconciliation with the records held within the accounts system.
• Any exception items raised, during the classification and extraction process, would be forwarded with exception codes into the WorkFlow for processing and reconciliation.

An Accounts Payable Invoice Processing Example

The Cyclops solution includes the ability to automatically extract data from the Legacy Accounts system, displayed in clear and understandable Message Boxes.  The Users are informed of the action or purpose of the Message Box and can select from a drop down list of options that have been defined in the WorkFlow process.

The WorkFlow is routed around the Organisation using the SUBMIT Button.  This example is a simple FORWARD INVOICE FOR APPROVAL Message Box which would be accompanied with a copy of the invoice image. 

Typically, Users receive an email each day containing a selectable list of all invoice processing Tasks.  This email gives an example of what a user could receive; the layout and detail are all customisable.  However, as with all CYCLOPS solutions, a preferred method for inter-communication within an organisation would need to be evaluated to allow configuration to fit the client requirements. 

Users click the CLICK HERE link text on the email and a summary list of all Invoice Processing Tasks are displayed.  This TO DO List is displayed in a Web Browser software such as Internet Explorer.

When selected, each item in the TO DO list opens in a Message box containing the invoice details, invoice image and a list of Action Buttons, such  as:

Typically, the layout would be identical to that shown in the full windows versio n used by the AP clerks.  For each Task, there is an image of the invoice, with HISTORY, AUDIT and NOTES pages that can be viewed and added to. 

Business Process

Graphical DESIGNER Program

CYCLOPS Business Solutions use their own graphical DESIGNER to set up the WorkFlow processes for an Accounts Payable Section.  The WorkFlow is created to:

• Reflect the individual business process used to sign off incoming supplier invoices.
• It is based on the manual legacy processes.
• As the processes become evident often process refinements and enhancements can be added. 

Expected Enhancements

Overall GSA expects the Cyclops Invoice Capture System to improve the efficiency of the supplier invoice processing giving:

• Improved response times
• Ensuring invoices & any associated documentation are tracked within the system
• Informed choices to users of the system as they have data and document image access. 
• With no loss of paper documentation in the process.

Benefits of CYCLOPS

Security

As with any system that handles sensitive data and documents, the built in assurances of CYCLOPS Business Solutions remain constant as ever.

VIEWER Benefits

For Accounts Payable staff who use the CYCLOPS VIEWER, there are the inclusive benefits of:

• The ability to create DIARY Notes, create and manage TASKS, Email, Print, And Export data (in a variety of formats).
• All subject to User permissions.
• Additionally, a range of Template documents including standard letters and reports can be automatically generated with mail merge facilities and Version Control to record changes.
• A complete EXPORT facility for copies of document images and meta-data is available, which is capable of creating full electronic case files.   
• Where document images needs to be printed there is a range of annotations to annotate or sanitise documents to satisfy the Data Protection requirements. 
• Most importantly, the system includes free-text searching (of both Record meta-data, Document meta-data and contents) that allows you to find any piece of information with ease.