Character recognition with xSuite Capture

Automated character recognition based on OCR is essential for the digitisation of documents and their further processing in subsequent systems. The technology is particularly relevant in the processing of incoming invoices and order confirmations. However, to unlock the full potential of corresponding process automation, the character recognition software used must meet high standards in terms of performance and reading quality. This is where the powerful xSuite Capture solution comes into play.

Features for your document capture

Optical Character Recognition (OCR) is an IT-based method for recognising letters, numbers, special characters and barcodes within images. Character recognition software thus ensures that written information from images is transferred to a format that can be processed by follow-up systems such as SAP.

From a technical point of view, an image file (PDF, TIF) is always the starting point. It can come from input devices such as a scanner, a digital camera, or a fax machine.

xSuite Capture Scan Client

The xSuite Capture Scan Client is responsible for scanning and digitising incoming documents. For this purpose, xSuite Capture Scan Client is installed on a computer with a connected reader. Scanners from many manufacturers are supported.

Verification with master data

To verify the read results, a direct comparison with the master and transaction data of the connected ERP system (e.g. SAP) is carried out. Thus, for example, vendors can be identified by unique characteristics such as VAT identification number or IBAN.

Full SAP integration

Both the invoice data and the invoice image are available immediately after receiving a receipt (scan, e-mail) in SAP. Validation/control of the read data takes place in a separate SAP transaction, the so-called Invoice Monitor. This makes xSuite Capture one of the few fully integrated solutions for character recognition. In the Invoice Monitor, relevant invoice information is color-coded on the invoice image. In the second step, the data can be transferred (automatically or manually) to an SAP document. A completeness check ensures a smooth-running process. Follow-up processes such as auditing, and sharing can start without delay.

If some information by a particular vendor is often not recognised, users can train the system specifically for improved detection.

Suitable for all formats

xFlow Capture not only handles scanned or e-mailed documents. It is also suitable for documents that already have a machine-readable format. Just one example is the XML structure of ZUGFeRD invoices, which is automatically detected by the software and processed accordingly.

In addition, the character recognition software can also be used for the processing of supplier order confirmations. Some companies even use the system to read out customer orders.

Our best practice process

With xSuite Capture, you are not only digitising documents. You automate critical steps within your purchase-to-pay process: SAP-integrated validation of incoming invoices and order confirmations. The procedure is as follows:

Receipt
Scanning paper documents or importing digital documents
Character recognition(OCR)
All relevant information is automatically extracted using character recognition (OCR)
Verification of data
Document data is matched to your SAP system using definable rules to ensure recognition quality
Data transfer to SAP
The read data is immediately available in your ERP system as well as in the connected archive
Validation
Validation of results by users fully integrated into SAP

The benefits for your business

The process outlined above offers many benefits for your business. In particular, you benefit from the real-time data exchange between SAP and xSuite Capture. This integration ensures that OCR results are immediately available in SAP and can be validated. At the same time, you can jump off from the software directly into vendor master data or SAP documents such as purchase orders. Deviations at item level (e.g. when goods are received) can thus be processed more quickly. Other advantages include:

Automated data collection
Automation lessens the workload of your employees

SAP Integration
Documents can be edited after the scan in SAP

Highlighting of the data
Colour highlighting directly on the digital document

Automated completeness check
and checking for double detection

Excellent reading quality
with the latest OCR technology

Monitoring
Central process monitoring from receipt of documents

xSuite Capture Prism

the Capture Solution On-Premises

With xSuite Capture Prism, the solution is installed on a Windows server in your company. There, the component receives all scanned or e-mail incoming documents and reads the data using OCR and then transfers it to the connected ERP.

Character recognition is based on the powerful Canon technology IRISPowerscan. High performance is ensured by a 64-bit architecture and Power Image Processing Technology, which optimizes CPU usage. This significantly speeds up the scanning and processing of documents. Several technologies, including ICR (Intelligent Character Recognition), intelligently identify semantic relationships, ensure high recognition quality.

xSuite Capture Helix

The Capture solution in the cloud

With xSuite Capture Helix, the character recognition software runs on a central server of the product manufacturer — in the cloud. Documents that are scanned locally or incoming by e-mail are sent to the data centre, where the data is read out using OCR and then transferred to your ERP system. By leveraging the cloud solution, you save on-premises infrastructure.

Character recognition is based on a completely new technology with artificial intelligence for even better recognition and independent learning and optimization of the software.

xSuite Capture as part of the Purchase-to-Pay process

Purchase-to-pay or procurement-to-pay (P2P) is a central process in any company. From procurement, through the processing of order confirmations to the payment of incoming invoices.

xFlow Capture is the optimal solution for digitizing documents in conjunction with SAP systems. This is ensured by the combination of innovative OCR technology and seamless SAP integration. The perfect interplay between the two components allows you to significantly improve your purchase-to-pay process.

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Character recognition with xSuite Capture

Features for your document capture

xSuite Capture Scan Client

Verification with master data

Full SAP integration

Suitable for all formats

Our best practice process

Receipt

Character recognition(OCR)

Verification of data

Data transfer to SAP

Validation

The benefits for your business

Automated data collection

SAP Integration

Highlighting of the data

Automated completeness check

Excellent reading quality

Monitoring

xSuite Capture Prism

xSuite Capture Helix

xSuite Capture as part of the Purchase-to-Pay process

Procurement

Order confirmations

Incoming invoices

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ZELMION GmbH