February 3, 2017 * John Adams at 9:47 am

Eliminate manual vendor invoice processing through SapphireOne PDF capture


SapphireOne’s PDF capture function can help you streamline daily accounting tasks. Currently, not many vendor invoices are processed through Electronic Data Interchange (EDI) which means that majority of vendor invoices are still received as PDF documents or paper. This makes the processing of capturing the data from a vendor invoice slow and inefficient. Mistakes in classification and data entry lead to late payments, missed discounts, deteriorating relationships with suppliers and cost overrides.

SapphireOne PDF capture

Use the benefit of PDF Capture from WorkBook module or general data entry tool of SapphireOne software suite


Invoice processing made easy via PDF capture :


The total task of invoice processing includes sorting documents, manual data entry and archiving which can be a burden on the business. With SapphireOne PDF capture these negative effects can be easily avoided. SapphireOne uses the Optical Character Recognition (OCR) technology in PDF capture function that takes a paper document, usually an invoice, scans and “reads” it and turns it into metadata that can be used to populate fields in a database.


Invoice processing made easy

Invoice processing made easy via PDF capture


SapphireOne’s PDF capture solution will streamline your daily accounting tasks, eliminate time consuming presorting of vendor invoices and supporting documents, improve data accuracy and free personnel from doing manual keying. This ensure data integrity with automatic rules and validations.


Automated vendor invoice capture is a complicated task because the position of data (e.g. company name, vendor invoice, total price etc) fields that are to be extracted, varies greatly from one form to another. Data may be positioned anywhere on the page; in addition, it can include columns arranged in different order. The logic driving SapphireOne’s PDF capture function imitates human reason, for example to look up the number on a vendor invoice a person would look for the keywords which determine the meaning of the value such as invoice, invoice number, invoice ID etc. Usually the value will be somewhere next to or below these keywords. In most cases SapphireOne PDF capture is able to identify keywords and find the data and populate in the SapphireOne database automatically.  SapphireOne PDF capture allows capturing data from the majority of vendor invoices correctly.


how pdf capture works ; pdf capture in action

PDF capture allows capturing data from the majority of vendor invoices correctly.


If PDF capture comes across different types of PDF files or keywords that it is not familiar with, the operator then can simply draw a box around that keyword and the program will file into the SapphireOne database.


pdf capture successful transactions

view pdf capture result from vendor invoice

Successful transaction of PDF capture


This new PDF capture functionality of SapphireOne is a Document capture software that will help your organisation to reduce the cost of vendor invoice processing and improve relationships with your key vendors. To receive more information about SapphireOne’s PDF capture vendor invoice processing, request a demo.


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