Description
inDocs is a suite of applications that helps to reduce administration by automating the processing of documents, allowing the end user to scan or read in documents and store them against transactions in their Intact iQ system using a QR Code, optical character recognition or PDF text scraping.
Solution
The following articles in this section provide a comprehensive guide on how to set up and use the product
The inDocs family contains the following modules which can be purchased separately:
- inScan
- inAP
- BlueEDI (inDocs EDI)
What Is inScan?
inScan reads your ERP generated QR Code on the document and uses this information to store the saved PDF document against the relevant transaction in your Intact iQ ERP application. Although predominantly used in the capture of Proof of Deliveries (PODs), it can also be used in many other parts of the Intact iQ ERP application and allows for custom QR Codes to be captured for non-standard captures. i.e. Branch Transfers.
Key inScan Features
- Scan any document with an Intact iQ generated QR Code into Intact iQ
- Use any scanner that can scan to a shared folder as PDF
- Automatically reads PDF documents from a shared folder
- Easy to use web interface
What Is inAP?
inAP automatically reads supplier PDF invoices by using either OCR (Optical Character Recognition) or scraping text directly, matches the invoice against the corresponding delivery, posts the entry into the purchase ledger and retains a copy of the PDF (within Intact iQ’s External Document Links) for enquiry purposes. Once the document has successfully been read into inAP, it can then be moved into Intact iQ where it performs in the same way as any transactions imported by EDI.
The inAP module is designed to reduce the workload when receiving many documents from one source. For example, one supplier sending hundreds of invoices. It is not a solution for processing a small batch of documents, which can be processed manually.
Key inAP Features
- Easy to use web interface
- Create user-defined templates for document recognition with advanced configuration
- Automatically match a user-defined template to a read document
- Automatically extracts PDF documents from your emails
- Automatically reads PDF documents from a shared folder
- Automatically passes the read information to Intact iQ
- Ability to view the read information by OCR in the web interface
What Is BlueEDI?
There are two versions of BlueEDI. BlueEDI Lite and BlueEDI Professional.
BlueEDI Lite (also known as inDocs EDI) is included with the purchase of inAP and is used to take the information from the inAP module and generate the purchase invoice transactions in Intact iQ.
BlueEDI Professional is purchased separately and can run without using the inDocs web interface. It is the main passage into iQ for Purchase Invoices or Purchase Credit Notes from your supplier or Sales Orders from your customers. It will hold all the data coming in, without trying to run iQ validation, which could cause your documents to not process. It can also check the data before creating proper iQ objects.
Automatic matching of Purchase Invoice to Purchase Delivery Notes can be turned on, with additional advanced configuration. You can also turn on automatic creation of Sales Orders, with or without using the prices coming from the EDI file.
Key BlueEDI Features
- Automatically create Purchase Invoice Registers to speed up data input
- Can automatically match to your delivery notes and create reconciliations, with advanced tolerance configuration
- Commands to create reconciliations using data from EDI, to remove the need for manual data input
- Automatically create Purchase Credit Note Registers to speed up data input
- Automatically import Sales Orders from your suppliers or external systems with advanced configuration
- Sales Orders from EDI can create Customers, Contacts, Products and Receipts on the fly, if required
How inDocs Works
inDocs will check defined shared folders or email accounts (inAP only) for the relevant PDF files before attempting to read them.
How you choose to get the files to a scanned folder, or which email account you use is a decision you must make yourself. We strongly suggest that you discuss this directly with your IT Manager or Infrastructure Support Company before the application is installed.
inDocs does not communicate directly with any scanner. Your scanner must be configured to store files to a shared network path, from which inDocs will monitor. See Scanner for configuration information.
Any questions regarding how to use a scanner, or the setting up of a third-party scanner (not supplied by Intact Software) will not be supported by the Intact Support team.
The purpose of this guide is for the end user to navigate and manage inDocs without needing further assistance from the Intact Support team. Any further assistance may require additional training time to booked in and will need to be discussed with your Account Manager.