APRO Imaging for Oracle FinancialsTM is a user friendly standard software application which scans the supplier invoices, connects the scans to the Oracle Accounts Payables invoice and then routes these electronically to the budget holder for approval. To speed up the process full text OCR (Optical Character Recognition) and templates are used. These templates can be easily defined by end users. Because APRO Imaging is fully integrated our product can work perfectly with Oracle Purchasing. You can query up the scanned invoices on many screens in Oracle Applications. For example: Oracle Payables, Oracle General Ledger, Oracle Fixed Assets, Oracle Purchasing, Oracle Projects. By using APRO Imaging you will have a maximum control on your invoice flow with a minimum amount of effort.

Images can be grouped in to documents. Every document gets a unique number and can hold one or more images. When retrieving images the user can do a quality check on the scanned images. When the image quality is not good enough the user can scan the page again with a different brightness, contrast or treshold and delete the old image.

When the user is satisfied with the result, he or she can send the documents to the Oracle database. During this process the images are stored in de Oracle database, OCR takes place and the OCR-results are also stored in the database. If templates are present, recognition based on zoning is performed.

When companies work with Oracle Purchasing and purchase orders are recognized, it is possible to interface the recognized invoice data to the open interface of Oracle Payables automatically. During the import of those invoices they will automatically be connected to the image and they will be matched to the purchase orders. If no purchase order is found or the invoice does not match with the purchase order(s) the image of the invoice will become available in the New Invoices application (part of APRO Imaging).

Entering invoices
Each scanned invoice which did not match to a purchase order will become available in the New Invoices application. In this application you can see the documents that are scanned but not yet attached to an invoice in Oracle Payables.

By pushing the button <To Oracle> the recognized invoice data will be sent to the Enter Invoice screen of Oracle Payables. When the entered invoice is saved in Oracle Payables the definitive connection between the invoice in Oracle Payables and the APRO Imaging document is automatically created.

By using the Enter Invoice screen of Oracle Payables you assure that all Oracle validations are done and all other functionality that is present on this screen can still be used.

While entering the invoice data you can also enter one or more invoice destinations to send the invoice to the person or department for approval or signing for payment. An invoice can be sent to more then one invoice destination simultaneously. You can also send the invoice to a special invoice destination of type Automatic forwarding. Invoices that are send to that invoice destination will be automatically forwarded to one or more other invoice destinations based on the accounting flexfield of the invoice line or the matching result with the purchase order.

Integration with Oracle Applications
As soon as the invoice is saved in Oracle Payables a definitive link is made between the image and the invoice in Oracle Payables. The zoom button is used to retrieve the image in Oracle Applications. By using the zoom button no changes have to be made to the forms where the retrieving of the image is activated.

Above you see an example of the integration between Oracle Applications and APRO Imaging. On the form Journals you can retrieve the image of the invoice by a simple click on the zoom button.

Places where the zoom button is activated are for example:

• Invoice inquiry screen in Payables
• Payed invoices in Payables
• Journals screen in General Ledger
• Several screens in Assets, Purchasing and Projects

Essentially on all screens where a relation can be made with an Oracle Payables invoice_id the zoom button can be activated to retrieve the image of the invoice.

 When using the Oracle invoice approval workflow it is possible to show the image of the invoice in the APRO viewer as soon as the screen with details of the notification is shown.

Using the flow
APRO Imaging can be used in combination with Oracle Workflow, but you can also use the APRO Imaging Workflow application itself to give users access to invoices that have to be approved or signed.

Below you see the screen as it will be used by a so called primary user to manage the invoice flow at the invoice destination Support Services. On one screen the primary user has an overview of the invoices that must be attended to and he or she can also see the invoices that are waiting to be signed or approved by other users of that invoice destination.

From that screen the user can also retrieve the image, look in to the invoice lines and invoice holds and when authorized sign (for payment) or approve (for delivering goods/services) the invoices. It is also possible to authorize users to add invoice distribution lines.

Overview
One of the major problems with processing vendor invoices is that the Payables department often has a poor view on the present location of all invoices that are send to the budget holders in the organization. With APRO Imaging the Payables department gets an easy to use set of functionalities to manage the invoice flow. They can retrieve who is working on which invoices at a specific moment and when necessary they can fetch invoices that are waiting at a specific invoice destination or user and reroute these invoices to another invoice destination or user.

Above you see one of the screens that are used by the Payables department. On one screen they can see how many invoices are in circulation at each specific invoice destination. They can easily drill down to the users where the invoices are waiting and they can also drill down to the individual invoices.

With one push on a button they can send a reminder to a user that has forgotten to process the invoices for a while. It is also possible to let a concurrent process send reminders to specific users every day or every week.