How to Use DbCapture

Assumptions

The PIA with DbCapture solution is fully installed and implemented.

---

Information

PIA for Sage X3 using DbCapture is the thick client based OCR Invoice processing solution. It provides the following functionality:

• Purchase Invoices / Credit (GESPIH)
    • Create a Purchase Invoice in Sage X3 by matching against singular or multiple Purchase Order / Receipt Numbers
    • Create a Purchase Invoice in Sage X3 without a Purchase Order or Receipt number (called a ‘direct’ or ‘miscellaneous’ Invoice) allowing lines to be coded
• Supplier AP Invoices / Credit (GESBIS)
    • Create a Supplier AP Invoice in Sage X3 using Account Structures

There are 2 clients when using the PIA system, this system is termed DbCapture:

DbCapture Admin
This gives an overview of all documents in the queue being processed

DbCapture Interactive Client
Allows your Invoices to be tagged for data and matching the information seamlessly against the Sage X3 database

There are 3 principal ways to get your Invoices into the DbCapture system for processing:

Scan in your incoming paper Invoices
When you receive your Invoice in the post from your Supplier, simply scan it in using a MFD or dedicated scanner

Import your PDF copies
Receive an email from a Supplier with a PDF Invoice attached? Drag and drop it in to a pre-determined directory, DbCapture automatically imports it in to the right profile, by site and transaction type

By checking a specially setup email address and importing
Tell your suppliers to send invoices as PDF attachments to a specific email address, when received the attachment is automatically extracted and imported to the DbCapture profile configured.
As soon as a Sage X3 Endpoint is patched to use PIA, the PDF import directories are automatically created for all the sites, meaning implementation time is kept to a minimum.

---

How Process Documents in DbCapture

These short videos cover the basics on how to process your documents in PIA using DbCapture.

Import your Invoices


Validation


OnHold


Deleting


Site Code Identifiers
PIA is V1’s OCR solution to capture sufficient information from an inbound Invoice or Credit note (whether from a scan, an on disk PDF or inbound email attachment) in order to create it in Sage X3.

One of the mandatory pieces of information to create a document is the Site code, along with the supplier details, dates and values.

PIA presents you with a dropdown of all site code’s available from Sage X3 from which to pick.

To avoid the need to keep selecting the same one time and again, and given a Site code is very unlikely to be information that can be extracted from an Invoice, the Site Code Identifier is used.

This could be an email address, post code, any piece of text that is consistent for the Site so it can be identified.

How does it work?
When a Site Code Identifier value is extracted for the first document that is received, it is committed to a special EDM table called DbCapture Site Code Identifiers.

The Site Code and template ID of the document associated with the value is stored.
When subsequent invoices arrive and the value is found, the Site Code is then retrieved and automatically populated without the need to pick from a dropdown.

Can I change it?
Yes. If you have extracted a Site Code Identifier but want to change it, enter a . in the field and click check.
The previous selection is cleared from the DbCapture Site Code Identifier EDM table allowing you to re-identify a new value.

Do I have to use it?
You have 3 options.

1.It can be turned off completely, this means every NONPOP or BIS document will need to have its Site manually added each time by picking it from the dropdown.
2.It can be made optional, a warning is generated, you don’thave to use it but are advised to and if used, it will be preserved.
3.It can be made mandatory, an error is generated if not used and the document cannot be processed until populated.

A simple implementation option decides on which one best suits the customer requirements.