ITESoft FreeMind For Invoices

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ITESOFT.
FreeMind
for Invoices
Process 100% of your supplier invoices
Automatic supplier invoice capture

and AP process automation
The fastest and simplest route to AP process automation starts with ITESOFT.FreeMind for Invoices.
It is the most efficient software solution on the market for processing AP invoices flowing into your
organisation. As the gateway into full AP automation, ITESOFT.FreeMind for Invoices plays a key
role, removing the tedious and error-prone tasks of manually keying data into your ERP. It uses
advanced and proprietary data extraction algorithms to lift data from unstructured documents such
as PDF or paper (using document scanners and OCR) and processes xml invoices from EDI sources.
ITESOFT.FreeMind for Invoices then performs all mandatory checks supplier verification, invoice
pre-registration, PO matching with ERP master data to ensure that invoices can be processed
further in the AP process.
With ITESOFT.FreeMind for Invoices, you will achieve stunning productivity gains and enable your
organisation to switch to 100% paperless invoice handling. This solution accelerates your AP process
dramatically and enables you to take your financial department to best-in class status in no time.
ITESOFT.FreeMind for Invoices integrates with any ERP/financial systems and has certified integration
with both SAP and Oracle EBS.
www.itesoft.com
ITESOFT.
FreeMind
for Invoices
/ Benefits of choosing ITESOFT.FreeMind for Invoices

1. Direct hard savings

Increased AP staff productivity

Reduced cost of moving, storing and accessing documents
Fewer errors and related costs
More early payment discounts captured
2. Indirect soft savings

Better control over the Accounts Payable process

More time for staff to spend on value-added tasks
Improved relationships with suppliers
Overall business acceleration
3. A competitive return on investment in just 18 months or less
Who is it for?
Any organisation receiving paper invoice
volumes above 15,000 annually can
benefit from invoice automation and
therefore should consider ITESOFT.
FreeMind for Invoices.
With PDF invoices, the threshold may
even be brought down to less than
10,000 invoices annually because dealing
with volumes of incoming invoices as
attached PDF files in emails is even more
time-consuming than scanning paper
invoices.
Experience shows that geographically
dispersed organisations benefit even
more from AP automation.
/ ITESOFT.FreeMind for Invoices main capabilities

all invoices from any source, Intelligent data extraction and
Capture
validation
remotely or centrally, in any format
Even though many people have long anticipated that
e-invoices would replace paper invoices over time, the
majority of invoices are still sent and received on paper.
This poses no problem whatsoever for ITESOFT.FreeMind
for Invoices, which captures both paper and e-invoices in
a single, unified process. A shift from paper to email or EDI
invoices does not require any changes in your process or
your system. It just means fewer envelopes to open and less
paper to scan.
For capturing paper invoices, ITESOFT.FreeMind for Invoices
gives you the option to deploy capture stations and scanners
either remotely or centrally with equal simplicity, thanks to
the browser-based FreeCapture module. The key benefit
is that your ITESOFT software can be set up in whatever
way suits your needs, reliably ensuring that all invoices are
captured and traced right from their point of reception and
throughout the entire business process.
ITESOFT.FreeMind for Invoices performs a full-text analysis of

invoice content (after OCR for paper invoices) to spot and extract
the relevant data. This intelligent software works on 100% of all
invoices, without prior knowledge of their layout and uses no
templates. With unrivalled expertise in Intelligent Document
and Data Capture, the ITESOFT solution makes use of detailed
embedded algorithms designed to handle all the business rules
present in an invoice. As new suppliers are learnt, the knowledge
base is built to help process future invoices from these suppliers
without further human intervention.
Once data is extracted, it is used to perform the following key
steps of the AP process in real-time:
Supplier identification and verification
With PO invoices, automatically look up PO data to perform
an automatic check between the invoice and the PO data. It
also reads line item data and checks it line-by-line!
P
re-registering of the invoice to comply with accounting
rules in certain countries
P
erform all arithmetic verifications to ensure 100% accurate
data and block invalid invoices immediately
/ Product capabilities
The overall workflow in ITESOFT.FreeMind Invoices is as follows:
Capture /collect invoices
where they enter the organisation
Extract / validate
Exception handing
EDI,
PDF,
e-mail
Integration / control /
approval workflow /
archiving
Web approval
Workflow
Full-Text
Paper
Scanning
Exception
handling
Knowledge
Base
ERP systems
Workflow
Remote site
unique features
Device
Reads and validates line item data, including on

multipage invoices.
Captures invoices and credit notes from paper, PDF,

XML and EDI formats.
Connects to master supplier data for verification

and purchase order matching.
Works without setting up individual supplier

templates.
No separators between invoices required (multipage invoices are detected automatically).
Suitable for organisations dealing with hundreds

or thousands of suppliers, and receiving from
hundreds to tens of thousands of invoices per day.
Browser-based scan and completion modules

enable easy deployment of the solution across
remote sites.
Unique image enhancement algorithms provide

unparalleled OCR rates.
Recreates formatted documents from EDI invoices

for easier human interaction.
Exception handling
Ideally, all incoming invoices contain expected data, such as PO

numbers, correct address, etc. But in real life there is always a fraction
of the invoices which need to be verified by a human eye and may
require a decision from an operator. This is called exception handling.
It is performed in a browser-based module by presenting the image
of the invoice with explicit messages so any authorized person with
an internet connection can handle this task: perfect for those remote
offices which prefer to deal with their suppliers, when the rest of the
processing is done centrally. Also perfect for working from home!
multiple ERPs
Supports
and companies
ITESOFT.FreeMind for Invoices supports validation against ERP
master data, which is a prerequisite for smooth integration across the
process. Examples include checking for duplicate invoices, supplier
identification, terms of payment, etc. Any issue reported back from the
ERP can be shown to the operator for decision making, for instance
to email the supplier or send the invoice into an exception handling
workflow queue. ITESOFT.FreeMind for Invoices supports processing
invoices for different legal entities with different ERPs. Exactly what
is required for a Shared Services environment.
Using FreeMind for Invoices along with ITESOFT Balance

creates an integrated certified solution for SAP or Oracle
EBS.
Capable of handling volumes from

1 to 20,000 documents per day
and more.
ITESOFT.FreeMind for Invoices is built on ITESOFT.
FreeMind, a very robust document processing software
platform capable of handling thousands of documents
a day. This makes it suitable for different uses, from the
SME receiving a few invoices per day to the retail giant
or the Business Process Outsourcer processing tens
of thousands of invoices every day. It uses a scalable
architecture in which modules and servers can be
added to scale the system to your needs and volumes.
If you want to expand processing of other business
documents beyond AP invoices, ITESOFT.FreeMind
Enterprise can be added to the same platform to further
expand process automation in your organisation. With
ITESOFT software, you are not limited to invoice process
automation.
/ System Requirements
Document Scanners
ITESOFT supports most scanners with an automatic feeder
from popular vendors such as Fujitsu, Canon, Kodak, from
20 pages per minute to more than 200 pages/min.
Please contact us for an updated list of certified scanners.
Operating System
eMail capture
POP3, IMAP4 email servers (2.5.1)
Database
Microsoft SQL Server 2008 SP2, 2008 R2
Oracle 10g release 2 (minimum 10.2.0.4) & Oracle 11g
release 2 (11.2.x.x)
Server-based modules :
Microsoft Windows 2008 Server SP1 SP2 R2
Interactive modules on thick clients:
Microsoft Windows XP, Windows Vista, Windows Seven
Interactive modules used in Rich clients:
Web servers :
IIS 7.0 or higher
Apache 2.2
On the browser: up to date Flash PlayerTM
/ Clients using ITESOFT.FreeMind Invoices
ITESOFT FreeMind for Invoices Softw

purchase-to-pay Financia
Automation
Software
purchase-to-pay Financial Process Autom
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ITESOFT, FreeMind, FreeProcess, FreeCapture, FreeLearn, FreePixelize, Easymatch are registered trademarks of ITESOFT. Oracle, PeopleSoft, JD Edwards and Retek are registered
trademarks of Oracle Corporation and/or its affiliates. SAP, SAP R/3, mySAP Business Suite, SAP R/3 Enterprise, SAP ArchiveLink, ABAP, BAPI are the trademarks or
registered trademarks of SAP AG in Germany and in several other countries. Microsoft SharePoint is a registered trademark of Microsoft Corporation in the United States and
other countries. All other brands, product names and company names, registered trademarks or not, are the properties of their respective holders.
ITESOFT Sige Social / Headquarters :

Parc dAndron - Le Squoia
30470 Aimargues - France
Tl. : +33 (0)4 66 35 77 00
Fax : +33 (0)4 66 35 77 01
ITESOFT Paris :
Immeuble Ariane -2, rue Jean Daguerre
92565 Rueil Malmaison
France
Tl. : +33 (0)1 55 91 98 98
Fax : +33 (0)1 55 91 99 10
SA au capital de 341 123 euros RCS Nmes B 330 265 323

Code NAF : 5829C TVA Intracommunautaire : FR 54 330 265 323
ITESOFT UK Ltd :
A3 Endeavour Place - Coxbridge Business Park

Farnham - Surrey - GU10 5EH
United Kingdom
Tl. : +44 (0)1252 741500
Fax : +44 (0)1252 741515
ISIN FR0004026151
ITESOFT Deutschland GmbH

Graumannsweg 51
22087 Hamburg
Deutschland
Tl : +49 40-41929461
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ITESOFT ITESOFT.FreeMind for Invoices v2.5 04/2012 v1 EN
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ITESoft FreeMind For Invoices

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ITESoft FreeMind For Invoices

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hase-to-pay Financial Process Automation ITESOFT FreeMind for Invoices ITESOFT FreeMind for Invoices Software ITESOFT TESOFT

Process 100% of your supplier invoices

Automatic supplier invoice capture

/ Benefits of choosing ITESOFT.FreeMind for Invoices

Increased AP staff productivity

2. Indirect soft savings

Better control over the Accounts Payable process

3. A competitive return on investment in just 18 months or less

/ ITESOFT.FreeMind for Invoices main capabilities

ITESOFT.FreeMind for Invoices performs a full-text analysis of

Reads and validates line item data, including on

Captures invoices and credit notes from paper, PDF,

Connects to master supplier data for verification

Works without setting up individual supplier

No separators between invoices required (multipage invoices are detected automatically).

Suitable for organisations dealing with hundreds

Browser-based scan and completion modules

Unique image enhancement algorithms provide

Recreates formatted documents from EDI invoices

Ideally, all incoming invoices contain expected data, such as PO

Using FreeMind for Invoices along with ITESOFT Balance

Capable of handling volumes from

/ Clients using ITESOFT.FreeMind Invoices

ITESOFT FreeMind for Invoices Softw

ITESOFT Sige Social / Headquarters :

SA au capital de 341 123 euros RCS Nmes B 330 265 323

A3 Endeavour Place - Coxbridge Business Park

ITESOFT Deutschland GmbH

ITESOFT ITESOFT.FreeMind for Invoices v2.5 04/2012 v1 EN

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