Optimize Process Communication

Today, delivery processes are digitalized to a large extent: from online order forms to warehouse planning and logistics to invoicing via ERP. Contact with suppliers and customers is also usually fully automated via electronic exchange of structured data (EDI). But while digitization is well advanced in larger companies or international corporations, this does not necessarily apply to their partners. Unwanted but unavoidable media disruptions are the result. This is because smaller, highly specialized companies in particular often do not have the technical and financial capabilities to transmit data to business applications in a structured manner via EDI. Instead, when processing orders, they often resort to predefined, paper-based order forms or PDF forms, which then have to be sent by fax or e-mail and laboriously entered manually. This causes costs, leads to process delays and often leads to data entry errors.

Automatically captured

This is where Intelligent Capture Services come into play, enabling even non-EDI-capable suppliers, customers or new subsidiaries to be seamlessly connected to existing processes within the shortest possible time. Modern cloud services, such as those from Retarus, support all common interfaces, ERP systems and file formats and noticeably accelerate supply chain processes. There are no costs or system-related restrictions for partners: They simply continue to use existing workflows.

Intelligent Capture Services automatically capture incoming business documents by e-mail or fax and, at best, make this data fully machine-readable with the help of powerful Intelligent Document Recognition (IDR). The intelligent text recognition of Retarus Intelligent Capture Services, for example, is based on several OCR engines and innovative AI techniques, currently supports 14 languages and is thus also ideally suited for use in an international business environment. Master data matching and automatic learning rules and checking mechanisms (machine learning) ensure high data quality with a recognition rate of up to 98 percent.

Faster cash flow

If individual pieces of information in an incoming order or invoice are not recognized, for example due to illegible handwriting, they are marked with a blocking note. This makes it immediately apparent in the ERP system that manual post-processing is required. Retarus automatically sends the original document to the responsible employee as a PDF. In the PDF, all areas that have not been recognized and need to be checked are clearly highlighted. This makes manual post-processing much easier for clerks, as they do not have to check the entire document again, but only incorrect information. As an option, Retarus can take over manual post-processing and offers a recognition rate of 100 percent (human in the loop). With the help of Intelligent Capture Services, companies increase the level of automation of their business communication and benefit from efficient and reliable process automation along the entire supply chain.

In addition, automated processing of business documents leads to smoother cash flow and enables cost reductions of around 60 percent compared to manual order processing. However, companies should make sure that they are on the safe side when it comes to data protection, legal requirements and compliance. The German enterprise cloud service provider Retarus, for example, specifically relies on local processing, processes all data in self-operated, auditable data centers and meets industry-specific standards, the requirements of the DSGVO and the highest compliance requirements.