Kofax

Kofax Consultants & Resellers

RPI Kofax Capture, Kofax KTM, and Kofax KTA Solution Providers

RPI provides unique value to Kofax Transformation Module, Kofax Total Agility, and Kofax Capture customers as experts not only in the software, but also in Procure to Pay business process design.  RPI has developed powerful integration between Kofax and ERP Solutions such as Lawson and PeopleSoft for our customers that need to send text extracted images directly from Kofax into their ERP system.

RPI also has years of experience integrating Kofax with content management solutions including Perceptive Content (formerly ImageNow).

RPI is able to provide customers and prospective customers with the full range of Kofax support including the design and implementation of Kofax KTM, Kofax KTA, and Kofax Capture Solutions, as well as the sale of the license and providing end-user support.

Choosing RPI to be your Kofax reseller is a smart decision. Rather than spending time calling into a call center full of gatekeepers, RPI clients interact directly with knowledgeable and skilled consultants; consultants that are not only knowledgeable of KTM, KTA, and Kofax Capture, but also knowledgeable of the supporting applications and the business principles that come into play with Accounts Payable departments.

Kofax Consultants

RPI’s Kofax consultants can provide many services including:
  • Development or Optimization of ERP integration
  • Process Design and revised staffing models to maximize software benefits
  • Advanced Validation form design including: Vendor file integration, General Ledger integration, Rules-based defaulting, and Application of business logic
  • Purchase Order line extraction
  • Total Matching Rule (TMR) logic to streamline the matching process
  • Test system implementation and support

RPI provides Application Support to Kofax customers from our help desk of certified Kofax consultants.  Ask about our Standard and Gold support levels.

The Power of Advanced Data Capture

Organizations that have embraced Advanced Data Capture in Accounts Payable have reduced invoice entry time by as much as 60%. Advanced Data Capture software packages leverage the latest in sophisticated template and pattern recognition technologies to identify and extract invoice information from scanned images. In electronic from, data can easily be verified by an Accounts Payable processor and validated against an ERP or Accounting packaging before being directly uploaded or sent via web service calls. This is the next step in the evolution of accounts payable from the data entry centric role of past into an audit based organizational function.

Real World Results

RPI can provide case studies and references with real world Kofax clients who have seen amazing results using the software in conjunction with their document management and ERP systems.  These clients have realized the return on investment that they were promised multiple times over.  If you believe that your organization may benefit from reduced data entry please contact us.

Advanced Data Capture - AP Invoice Automation

As companies seek opportunities to contain labor costs and streamline operations, Accounts Payable departments face
conflicting pressures to enhance their level of service while at the same time reducing staff costs. New technologies
have long held the promise of achieving improved operational efficiencies while saving money. To address the costly
burden of manual entry, filing, and retrieval, Accounts Payable departments have embraced standardized ERP systems,
electronic invoicing, document imaging, workflow, and archiving. But perhaps nothing to date has presented AP
departments the transformational opportunity afforded by Advanced Data Capture, a solution that virtually eliminates
data entry.

While electronic invoices are increasingly common, most organizations still receive and process large quantities of
paper invoices. In a 2008 Member Benchmarking survey conducted by IAPP, respondents indicated that almost 70% of all
invoices were received in paper form. As reported in a recent study from the Aberdeen Group, paper invoices can cost as
much as $64.97 each to process. Furthermore, with the total cost of a full-time AP processor approaching 45k per year1,
it is simply not cost effective to pay resources just to enter data. Naturally, that is one reason why outsourcing has
become a consideration for many executives. However, outsourcing has low adoption rates for AP departments due to
control, quality, and service concerns. Organizations must find in-house solutions to reduce the burden of data entry,
which accounts for 75% of the average AP department’s cost according to a 2008 IAPP presentation.

EDI has long promised to eliminate paper invoices but still represents a small portion of invoice volumes. According to
an Accounts Payable Network study, most companies receive fewer than 10% of their invoices electronically, and there has
been essentially no change in EDI adoption rates since 2002. E-Invoicing solutions have been slow to gain acceptance as
supplier adoption lags due to technology restrictions or transaction fees.

Document Imaging systems have quickly become the norm in Accounts Payable operations, but while these system offer great efficiencies in record storage and retrieval, they do not address the most time consuming process in Accounts Payable departments—manual entry of invoice data. Advanced Data Capture is a complementary technology to Document Imaging that provides a method for eliminating the manual entry of invoice data.

Paper Transformed

The concept of Data Capture is fairly straightforward. Paper invoices are scanned upon arrival. Software then reads the
electronic images for relevant data, intelligently extracting dates, invoice and tax amounts, as well as invoice
numbers. Vendor information is obtained by comparing the information on the invoice against Lawson’s Vendor Master File to determine appropriate vendor number and remit code. Company and/or Process Level information can also be obtained the same way. This information is then presented alongside the image for confirmation—a process commonly referred to as
validation. Fields yielding confidence below preconfigured confidence thresholds, where the data cannot be located or is
too “fuzzy” to be read, are flagged for review in the validation step. Once confirmed, invoice fields are transferred
into Lawson and/or an imaging and workflow system along with the scanned image, depending on how invoice approval and retrieval is facilitated. The physical act of an AP processor transferring data from paper into software is essentially
eliminated; significantly lowering the costs associated with invoice processing.

Opponents claim that Data Capture over promises and under delivers, requiring long implementation cycles to train the
software and cumbersome maintenance. This speaks to the original software technologies that were based on “templates”,
which required software to locate relevant information based on its location on the page of a particular invoice format.
This worked well for business units with standardized forms, such as Human Resources, but proved less able to meet the
needs of the varied world of Accounts Payable, where tens of thousands of vendors submit invoices in an ever-changing
variety of formats. The time required to build and maintain templates for smaller volume vendors negated the time
savings derived from eliminating the manual entry of their invoices. Higher volume vendors, for whom templates proved
highly cost effective, often transitioned towards Electronic Invoicing or EDI transmissions.

Advanced Data Capture utilizes the newest generation of extraction technology, designed to capture data from
unstructured forms such as invoices, regardless of the format. Advanced Data Capture reads scanned invoices much like
the human eye would; intelligently breaking down various components of the invoice and recognizing key fields based on
the flow of the White Paper: Advanced Data Capture © 2009 RPI Consultants 3 document and various triggers (e.g.
phrases like “Invoice #” or “Remit Payment To”). Templates have been replaced with a Knowledgebase that is able to
absorb new information automatically. If the software is not able to identify a particular field, the “validator” can
click on the field on the invoice image in lieu of typing, and the software will “learn” so that it is able to find the
information next time. Since these new technologies eliminate templates, they also eliminate the work and maintenance
previously required in managing traditional Data Capture systems. This allows companies to use capture for all of their
vendor invoices, not just higher volume vendors.
Early returns in each have seen a fourfold increase in invoice throughput per AP processor over manual data entry.
Implementation timelines were less than three months and ROI will be achieved in less than 12 months. Other important
fiscal benefits have been realized, and now— thanks to the consistency and timely visibility of payables—the foundation
is in place for future initiatives. The business case for Advanced Data Capture is simple: invoices can be processed
with fewer resources. The cost of manually entering 25,000 monthly paper invoices into Lawson should go down from
approximately $45,000 per month to around $12,500 once the solution is implemented. This not only pays for the software and implementation within a year, but represents a permanent reallocation of APʹs expense budget from manual labor towards value added activities. In addition to labor savings, there are other financial benefits to invoices being
entered into Lawson faster. Advanced Data Capture can virtually eliminate invoice backlogs. Rapid transfer of invoices
into Lawson leads to an increase in discounts taken, reduced late fees, and greater visibility into short-term
liabilities for financial planning and control. The reality is Advanced Data Capture pays for itself quickly.

Our partnership with RPI Consultants helps us ensure customers can effectively use Lawson products to make their business processes simpler and more cost-effective.

Brian SterrettLawson Software

RPI was flexible to work with our schedule and meet our specific needs. With their help we were ready to move forward with our upgrade.

Tom FarryBon Secours Health Systems

One planning phone call and one follow-up call once our script was written and we were live! Responsive, Professional, Integrity that’s how I would describe RPI Consultants.

Meg KobalterBarton Memorial Hospital

Our [ImageNow] launch was an immediate success. I have to say that after a few months of working with RPI, I wasn’t surprised.

Craig Hopkins, Finance Implementation LeadSisters of Charity of Leavenworth Health Systems

We understood that we required a robust, customized solution. RPI not only had the expertise with ImageNow, they listened to our needs and helped make sure it was a success.

Chris Tozier, Director, IT DepartmentInternational Speedway Corporation

RPI has more than just knowledge. The consultants I have worked with are personable and are leaders who will drive towards a more efficient solution. As a result, we are now recognizing a significant return on investment, with minimal impact to operations.

Joel StaffordBon Secours Health System

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