Digitalize documents

BoCount Dynamics offers powerful features for digital document management:

  • Scan and identify incoming documents
  • Save and archive documents
  • Share and distribute documents

 

Scan and recognize with Document Capture for BoCount Dynamics

Online accounting with BoCount Dynamics gets more easier with the scanning and recognition of incoming invoices. You scan invoices and they are automatically processed.

Document Capture is an end-to-end add-on solution for BoCount Dynamics that scans, performs OCR, registers, and archives all documents within a corporation.

Tight integration with the Purchases & Payables module in BoCount Dynamics makes it possible to scan purchase invoices upon receipt, automatically capture each invoice line, and match it to an existing purchase order. Using BoCount DynamicsDocument Approval, approvers are notified by e-mail when an invoice requires their attention and the system will await their approval before the invoice is released for posting and payment. During the approvals process, approvers are able to see a copy of the original document as an on-screen scanned image and can approve, reject, or delegate the invoice. Document Capture ensures that the accounts payable department has an overview of the entire process, and provides the right tools to easily and efficiently manage purchase invoice processing.

Through highly-configurable templates, Document Capture can handle any type of document, such as vendor statements, order confirmations, contracts, agreements, certificates, and letters. For each document type, you can configure rules that determine what information needs to be captured and registered

 

Scanning

Scanning is performed directly within BoCount Dynamics. Remote scanning allows you to capture documents and data from your organisation’s remote offices directly into the central BoCount Dynamics system.

 

PDF Files

Receiving documents in PDF format from business partners is something that happens daily in most companies. Although an industry standard, PDF contains data in an unstructured format and usually needs to be printed and archived when it comes to purchase invoices and other legal documents. With Document Capture you can process all files received in PDF format directly, without printing and re-scanning files. PDF files can be downloaded automatically by Document Capture from a predefined e-mail address and these files can be OCR processed without any user interaction.

 

OCR Technology

Award winning OCR technology brings you outstanding accuracy which is a key to the document analysis performed by Document Capture. Barcodes are automatically detected and more than 180 languages and dialects are supported by the OCR engine.

 

Unlimited Document Types

Through highly-configurable templates, Document Capture can handle an unlimited number of document types such as purchase invoices, order confirmations, contracts, agreements, certificates, letters, and many more.

 

Document Analysis

Document Capture’s sophisticated analysis engine makes it possible to capture fields and values from the document, all based on predefined templates and labels. Optimised templates and fields with built-in validation and formatting-rules results in high recognition accuracy, and ensures that captured values conform to appropriate rules and standards within BoCount Dynamics.

 

Purchase Invoices & Approvals

Purchase Invoices are scanned upon receipt where invoice lines can be recognised and matched with existing purchase orders. Using BoCount Dynamics document approval, approvers are notified by e-mail and the system awaits his or her approval before the invoice is released for posting and payment. During the approval process, approvers are able to see a copy of the original document and can approve, reject, or delegate the invoice. Document Capture ensures that the accounts payable department has an overview of the entire process, and provides the right tools to easily and efficiently manage purchase invoice processing.

 

Drag-and-Drop

With Document Capture you can drag-and-drop any file or e-mail to any record in BoCount Dynamics. As an example, when approving purchase invoices, you can attach the original purchase quote from the vendor, e-mail about special conditions, etc. You can also enable the drag-and-drop on the vendor or customer card to archive important communication between them. Enabling it on jobs will let you attach all important communication and files to the specific job.

 

Digital Archive

All documents are stored electronic in PDF/A format, and are easily accessed from BoCount Dynamics. From a posted purchase invoice you can bring up the original scanned document with just one click. The digital archive is integrated with the Interaction Log in the Sales & Marketing module, making it possible to access all documents related to a company or contact person. Documents are indexed in BoCount Dynamics, making it possible to perform full text searches against all documents. For example, you could search for a specific serial number that you purchased, a job, or maybe an item.

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