The Data Capture Guide

Introduction

The invoice needs a data file (XML) to get invoices to the invoice processing system. There are two types of invoices when creating the XML data file: constructive and nonconstructive invoices. The nonconstructive means are typically either paper or PDF invoices. The PDF file contains both image-based and machine-readable content. The scanned paper invoice becomes an image-based PDF file. The constructive data means e-invoice, sent directly from the supplier's invoice system (typically an ERP) to the buyer's invoice processing system.

Basware offers services to route nonconstructive 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 was used when the buyer had regions where paper invoicing was still mandatory. If the suppliers already use email to deliver invoices, the best option is SmartPDF.

• Best practice: When considering the best service, consider dropping paper directly and telling suppliers that the lowest technological level for delivering invoices is email.

For each data capture project, an implementation guide needs to be created together with Basware and the customer during the project. The guide includes the companies that are part of the data capture project, the master data file configuration, business document classification, the fields to be captured, and the rules for 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 paths to data file fields.

The guide is a living document, and there is a two-month period after the data capture project's go-live date. The purpose of the two months is to ensure 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 back-end systems are calibrated. After two months, the service will continue to be evaluated based on user feedback and on checks of invoices in the invoice processing system.

• Best practice: The maximum time for a data capture project is five years. After five years, it is important to adopt a new project-type approach to the business landscape.

Data Capture Guide sections

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

Additional Information:

If you need any assistance, please contact Basware Customer Support.