Manually capturing data is not only time and cost intensive, but also prone to error, making Retarus’ newly launched Managed Capture Services the more attractive. It allows business documents (received by fax or email) to be automatically captured as structured data and provides companies with a robust functionality to process orders or invoices directly in the ERP system, without any manual efforts or expense for entering the data. Besides, the processes at the communication partners’ end do not need to be changed at all.
Considering that many Southeast Asian companies already started to adopt digitalization in their communication processes and increasingly prioritize efficient flow of information, complex ordering or billing processes can be automated to a large extent that way and no more complex paper-based processes are needed. All common interfaces, file types and application formats are supported, which means that business partners can be connected without much effort and sector-specific requirements can be implemented with ease. These accelerated, digital workflows and the minimized error-rate resulting from them, reduce process costs by around 60% as compared to manual data entry.
“The integration of business partners, who for technical or economic reasons are not yet able to transmit their data in a structured manner, poses a real challenge for many companies that are looking to shift over to digital ordering and invoicing procedures. The Managed Capture Services offered by Retarus cover all input and processing channels. Incoming forms are transformed into structured data, irrespective of the original format. This enables customers and suppliers to continue using their existing communication channels to exchange data”, Oliver Prevhral, Managing Director at Retarus Asia, explained.
All incoming documents are run through a powerful text recognition process (Intelligent Document Recognition or IDR), which is based on multiple optical character reader (OCR) engines. In addition to capturing the text, it also records the structure and other components of the document.
With the assistance of the catalogue and master data, which is stored in the system and continually synchronized, all documents can be checked for their content in minimum amount of time and are automatically assigned. The system also memorizes new layout structures and recognizes them with great precision when new data is received.
With Retarus Managed Capture Services. error checks can also be carried out as an automated process. Wrong item numbers or incorrect calculations, empty mandatory fields or similar details that cannot be assigned are marked with a blocking notice, making it immediately visible in the ERP system that manual post-processing is required.
Retarus then automatically sends the original document to the employee responsible for the data as a PDF in which all fields that were not recognized or need to be checked are clearly highlighted. This ensures that manual post-processing is simplified considerably for the responsible staff, as they only have to check the missing information again.
As an additional option, Retarus can also perform the manual post-processing, offering a recognition rate of 100%. Subsequently, the cloud service transfers all validated data to the ERP application in the required format, along with the original documents.