The Data Capture Guide (DCG) for Scan & Capture and SmartPDF services

The Data Capture Guide


To get invoices to the invoice processing system, the invoice needs a data file (XML). There are two types of invoices when creating the XML data file; constructive and unconstructive invoices. The unconstructive means typically either paper or PDF invoices. In the PDF file, there are image-based and machine-readable PDF files. The paper invoice, which is scanned, becomes image-based PDF files. The constructive data means e-invoice, which is sent directly from the supplier's invoice system (typically an ERP) towards the buyer's invoice processing system.

Basware offers services to route the unconstructive invoices to the invoice processing system. The primary services are traditional scanning services known at Basware as Scan & Capture and modern SmartPDF. The Scan & Capture is used when the buyer has regions where paper invoicing is still mandatory. If the suppliers are already using email to deliver invoices, then the best option is SmartPDF.

For each data capture project there needs to be an implementation guide that is created together with Basware and the customer during the project. The guide consists of companies that are part of the data capture project, master data file configuration, a business document classification, the fields which are to be captured, and the rules of how and when the value is taken from the invoice and the keywords. Additionally, the guide shows a mapping table between captured fields and the corresponding data file field path.

The guide is a living document, and there is two month period after the data capture project has a go-live date. The purpose of the two-month period is to make sure, that when the entire supplier base has started invoicing via the data capture service the field rules and capturing accuracy are fine-tuned. It's important to give feedback on the delivered invoices to ensure, that the backend systems are calibrated. After two months, the service will continue to be evaluated based on the feedback which is given by the users who are checking the invoices in the invoice processing system.

Data Capture Guide sections

Document history
Executive summary
Project summary and contacts
Unit matrix
Fields and capturing rules
Mapping table

Additional Information:

If you need any assistance, please don't hesitate to contact Basware's support via the contact form.