1. Service Description

This service offers the option to add custom words and phrases as defined keywords within the Scan and Capture configuration. Keywords assist with identifying data on invoices and can be used to identify labels presented in different formats next to the actual data item. E.g., Invoice Number could be defined with the following keywords:

Invoice Number:

Invoice N° Invoice No Invoice No/Date Invoice Number Invoice Ref

If non-standard keywords are required, the customer must opt-out of ‘Basware Maintained Keywords,’ and the management of keywords will be maintained via ServiceNow and the service catalog. The ‘Basware Maintained Keywords’ is no longer available for new customers. For more details, please see an article about modification.

Keyword updates can be delivered within 2 weeks, providing all the pre-requisites are fulfilled.

1.1 Glossary of Terms

The following terms are used in the document:

Term	Meaning
S&C	Join planning and order confirmation meeting
MKG	Master Keyword Guide
ServiceNow	Basware support portal where new cases and requests are logged
SVG	Scanning Validation Guide
BT	Business Transactions
KTM	Kofax Transformation Module

1.1 Pre-requisites

Your order will be eligible for processing via the Service Catalog provided the request meets all the conditions specified in the checklist below. If the request does not meet all conditions, the order may be returned to you, or it will be handled according to the standard Change Request process with a specified work estimate.

Service Catalog Checklist for Adding New Keywords
1	Confirmation that the spend has been authorized (e.g., a Purchase Order)
2	An active S&C service and SVG is in production
3	An active e-invoicing Receiving account
4	‘Keywords customer Maintained’ checkbox is selected in the customer's production SVG
5	A list of positive and Negative priority keywords must be provided
6	Sample Images are available with the custom keywords highlighted on the image (maximum 5 images)
7	Customer resource available for testing

If the request does not meet all conditions, it may be returned to the Customer or handled according to the standard Change Request process with a specified work estimate.

1.2 Deliverables (What you’ll get)

Your order will be completed and closed when the following deliverables are finalized:

• Keywords are included in the customer's Test Kofax KTM configuration
• A maximum of 5[SR1]  sample invoices have been delivered to Basware Network from Xerox (Basware’s Scan Partner)
• The customer has verified successful keyword capture
• The KTM configuration changes to production by Basware Scan Partner (Xerox)
• Keywords are updated in the customer's production SVG
• The customer is instructed on how to report quality issues to support
• You’ve been live with your new keywords in your production environment for 1 week

In case you cancel an accepted order, or it is indefinitely delayed or by more than 3 months, Basware will close the order and invoice the work on a pro-rata basis.

2. Customer Requirements

We’re committed to completing your order as soon as possible, and to do this, we need you to observe all the stated requirements, including data and resources, at the stated or agreed timelines. If any requirement is incomplete, ambiguous or delayed, throughout any stage of the order, it will likely impact the delivery schedule and, in some cases, result in additional costs.

If you’re not ready with all the needed information and resources, we recommend you hold off placing your order until you’re ready.

2.1 When placing the order

When placing the order, we need you (the Customer) to observe the following requirements and provide all necessary information, documents, and/or test data.

• A purchase order to confirm that order is authorized to proceed unless an alternative has been otherwise agreed.
• A list of all languages that are in scope for the keyword update
• Keywords listed in each of the languages that are in scope
• Positive and negative priority keywords should be identified using the format as described in section 5
• Sample Images illustrating the keywords

2.2 When your order is accepted

Once your order has been accepted, you’ll be informed of when the new keywords will be added to your test environment, the target testing period, and the deployment date. To facilitate this, you’ll need to ensure the following resources are assigned and available to:

	Key Task/Responsibility	Resource type	When
1	Join planning and order confirmation meeting	Customer, Basware	Order acceptance
2	Co-ordinate responses to Basware queries as they arise (SPOC)	Customer or Basware	Build and testing
3	Deploy necessary changes to customer-controlled interfaces	Basware	Build and testing
4	Review and correct any integration issues	Basware	Build and testing

 

2.3 When your order is ready for acceptance testing

Once we’ve made the change to your test environments, we’ll confirm to you that it is ready for testing. You’ll need to mobilize your team to validate that the solution and services are acting as expected. As part of this, you’ll need to ensure the following resources are assigned and available to:

	Key Task/Responsibility	Resource type	When
1	Review and correct any validation issues	Basware	User acceptance testing
2	Review the sample invoices delivered via the active receiving connection	Customer	User acceptance testing
3	Validate the data-capture quality of test invoices based on added Keywords	Customer	User acceptance testing
4	Report issues with collected evidence	Customer	User acceptance testing

2.4 When your order is ready for production

Once you’ve completed your acceptance testing, we’ll be ready to move your change into production. As part of this, you’ll need to ensure the following resources are assigned and available to:

	Key Task/Responsibility	Resource type	When
1	Formally sign-off user acceptance testing and confirm deployment to production	Customer	Move to production
2	Confirm production deployment date	Customer	Move to production
3	Deploy necessary changes	Basware	Move to production
4	Validate successful deployment to production	Customer	Move to production

3. Delivery Process

Adding new keywords often means making changes to several solutions and services. In some cases, there are customer-specific configurations that also need to be considered when delivering a change. The delivery process should include your specific delivery process, and if it doesn’t, it will need to be created the very first time we execute your order. 

3.1 Implementation

Basware activities to be completed:

• Check that all pre-requisites are available to commence the implementation.
• Update the KTM Project with custom keywords, by language and Field description

Basware Scan Partner activities:

• Update the KTM Project with custom keywords, by language and Field description
• Process the sample invoices provided by the customer and deliver them to the agreed receiving channel.
• Move the configuration to production.
• Update the production SVG with all custom keywords by language and Field description

Customer activities:

• List all keywords detailing positive and Negative keywords as illustrated below:
• Positive priority 1: This means that if a keyword listed here is found on the invoice, it's 100% guaranteed to be a label for the field in question
• Positive priority 2: If a priority 1 keyword cannot be found, these are still good candidates for a correct match
• Negative: If these keywords are found next to the data, the confidence in the data should be lowered
• Provide suitable images highlighting the expected keywords on the document
• Provide feedback to Basware support on the capture quality for all sample invoices
• Authorize the move to production

4. Format for defining Keyword Priority 

5. Assumptions 

• All tasks are to be carried out during normal working hours, i.e., 9 am – 5:30 pm, Monday to Friday. A consulting day is to be 8 working hours, within the period defined by this assumption. Basware recognizes that the working day may need to be flexible regarding start and finish times based on project activities and priorities. Therefore, changes in the working day start and finish time will be at the discretion of the Project Manager and consultants concerned. Time in excess of this (more than 8 hours in a day or weekend work) is subject to additional authorization and agreement between the Customer and Basware.
• The customer will provide sample data when necessary.
• Customer resources will be required for testing changes and will be available during normal working hours.
• All Customer Test and Production environments are in sync.
• Where applicable, the Customer will provide at least 10 invoices for testing the above changes.