Considerations for Integrated Invoice Imaging for Oracle Cloud Implementations

The integrated invoice imaging solution for Oracle Cloud provides scanned image import, intelligent character recognition, and automatic invoice creation. In addition, the solution routes invoices with exceptions to accounts payables personnel for review and completion.

Scanning Invoice Images

Review these critical points for scanning invoices.

• Consider any legal requirements for processing and storing invoices in the same country that received the invoices.

• Scan invoices using the TIFF image format with International Telegraph and Telephone Consultative Committee Group IV compression at 300 dpi. Use only grayscale invoices for scanning. Scanning this way provides the optimal balance between scan quality and image size.

  Note: Avoid the JPEG format because the lossy compression logic results in loss of image details, affecting recognition accuracy.

• Enable adaptive thresholding technology on scanners to remove background colors, gray scaling, and gradients for pure black and white images. Black and white images provide optimal Optical Character Recognition accuracy as well as a reduced image size.

• To achieve a higher rate of recognition:

  • Define purchase order numbers as a combination of letters and numbers instead of using the default seven-digit numeric format. For example, define purchase order numbers like CN388392.

  • Implement a uniform numbering scheme for purchase orders across all business units.

Attaching Invoice Images in E-Mail

Review these critical points for attaching invoice images in email.

• Include invoice images in email attachments in the following ways:

  • Invoice with single page in an attachment

  • Invoice with multiple pages in an attachment

  • Multiple invoices in an attachment

  • Invoices with single and multiple pages in multiple attachments

• Organize invoices within the attachments for successful recognition. Here's what you can do.

  Invoices	Organizing method
  Invoices with single page in an attachment	You don't have to place a blank page between invoices as a separator.
  An invoice with multiple pages in an attachment	Place a blank page at the end or beginning of the attachment. This method prevents processing each page as a single page invoice.
  More than one invoice with multiple pages in a batch	Insert a blank page between the invoices.
  Invoices with single as well as multiple pages in an attachment	Insert a blank page between the invoices.

Note: If you have supporting documentation, there's a designated separator page you can insert between the invoice and the supporting documentation. For more information, see How to Attach Supporting Documents to the Invoice through the Invoice Imaging Solution: Doc ID 2017464.1

Processing Invoices

Review these critical points for processing invoices.

• Schedule the Import Payables Invoices and Validate Payables Invoices processes to run every 15 to 30 minutes.

• Define distribution sets for your supplier sites.

• Modify the invoice routing rule to achieve the specialization that you want within your payables department. For example, route the incomplete invoices based on supplier, business unit, or invoice amount. Routing this way allows the payables personnel to process invoices based on their specific assignments. The default rule routes all incomplete invoices to users with the Accounts Payable Specialist and Accounts Payable Supervisor job roles.