Packing Slip Automation with Kofax TotalAgility

Kofax TotalAgility (KTA) is a powerful intelligent data capture solution that automates data extraction and verification from images and scanned documents. Using KTA with Packing Slips can help automate manual and repetitive tasks in Supply Chain Management processes to automatically complete orders or trigger client invoices, saving time and resources.

In this webinar, RPI Senior Solutions Architect Alex Lindsey will share how KTA can be used to automate packing slip processing with your ERP or ECM Supply Chain Management solution.

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Alex Lindsey:

Hello and welcome to another webinar Wednesday with RPI Consultants. Today we are going to be talking about packing slip automation and Kofax TotalAgility, how you can streamline that process. We have a few housekeeping items to take care of first. First and foremost, this recording or this video will be recorded. The presentation will be sent out to all the attendees after the fact. We’ll also post the video, which will uploaded in a few days after we make it a little bit prettier.

If you have any questions during this presentation, please feel free to put those in the Go-To Webinar. We have a moderator standing by to take those questions at the end. If you have any ideas for future webinars or have questions about anything else really, about how to automate packing slip processing, please hit us up with the contact information at the end.

To get started, this is the last webinar of the day, but we have a few coming up in the next few months. Next month’s will be featuring the latest and greatest for Brainware 5.9. Hint, hint, it has web services now, which is great. We’ll also be talking about automating document indexing with bar codes, it’s a trade secret. Not really.

A little, bit about myself. My name is Alex Lindsey. I’m a senior solutions architect. I’ve been working with content repositories and advanced data capture, and workflow engines for over six years now. I specialize in accounts payable and other unique solutions that you can build around departments you may not be thinking of yet. I’m also a master whiskey distiller, or working on it.

As part of our agenda today, we’re gonna start out talking a little, bit about RPI Consultants, and what we offer. If this your first time attending a webinar, you can understand just a little, bit about us. We’ll jump into an overview of Kofax TotalAgility and see what that’s all about. Then, we’ll really cover the packing slip processing solutions that are available to kind of just get your brain churning around what you can do with those documents. We have a short video as well, and then we’ll close it out with a summary and questions.

A little, bit about RPI Consultants, we are first and foremost a software services firm. We have over 80 full-time consultants, project managers, technical architects, what have you, a real brain trust of people out there. We have offices located in Baltimore, Tampa, and right here in Kansas City, where we’re broadcasting from right now. Our services range from upgrades, to health assessments, to functional health checks, to solution design, implementation, small script changes, to just manage services if you’re just feeling overwhelmed with your software suite right now.

We are licensed partners and resellers with the Perceptive Software, OnBase, Brainware, Kofax, and Info for Lawson. More specifically and what we’re talking about today, we are a Kofax platinum partner. That covers Kofax Capture, KTM, KTA, which is Kofax TotalAgility, which I’ll be referring in that vernacular quite a bit today, just to speed it along. Kapow, which is robotic process automation, as well as ReadSoft, another option for invoice processing. Our range of expertise covers AP financial automation, supply chain management, human resources, really across the board.

Jumping into Kofax TotalAgility or KTA as we like to call it, what is it? First and foremost, it is a very robust cross platform workflow. What that basically means is, you can do a lot of different functions across your enterprise, you can cover different solutions, different departments. It’s really built to be an all-encompassing workflow engine, that integrates with a lot of different host systems or ERP’s or cloud suites, anything like that.

It does have an advanced data capture and automation module as well. We’ll cover that in some of these, solution to see how you can automate even further and get your users hands off of the manual processes right now. Excellent customer communication management tool as well to basically facilitate external communications with your clients or suppliers for instance. Integrations, it runs the gamut. We’ll touch on that a little, bit as well. It’s got a very nice reporting module as well, to kind of help you track where things are in the system, what your SOA’s are, who’s taking too much time processing something. All the interfaces are web based as well, which is really nice, cause it allows you to deploy your solutions, no matter what department, to whoever you need to.

The integrations…these are kind of more specific to what we typically do right now, but it really covers anything. An enterprise content management system, so wherever you’re storing documents. If it’s a document-centric workflow you’re trying to accomplish like packing slips, for instance today, ultimately you wanna get that document into a repository whether that’s a Perceptive, OnBase, Box, or anything you really are using to store your documents right now. It’s important to call out that Kofax TotalAgility is not a repository, but it is a great engine to get your documents processed, before they go into a repository.

It also integrates with a lot of your ERP data, your human resources data, your client communication data. Wherever you’re hosting this information, whether it’s all…maybe you have a massive implementation of PeopleSoft that runs the gamut, or you have Workday and Infor, and some other system to Microsoft CRM or something like that. It can integrate with all of those through various methods. It can also integrate with your electronic medical records as well. If you’re looking at medical supplies and patient billing, Kofax TotalAgility is a great tool to kind of facilitate solutions there as well.

Jumping in, what we’re actually here to talk about today, is packing slip processing with Kofax TotalAgility. If, you are a client that has a lot of packing slips coming in. Primarily, if you’re a purchase order-centric invoice processing client out there at Enterprise, and you have a loading dock. You have a loading dock where tons of packages are coming in daily. Someone is sitting there. They’re opening the packages, they’re pulling out the packing slip, they’re checking off the list, making sure everything in the box is on the list. At that point they hand it off to someone else, who sits at a computer. They update the good receipts in the ERP.

Let’s say for instance, you’re looking at SAP, and you’re saying, “Yep. Received that, received that.” Marking that off, at which point the document can go somewhere in the building, or many buildings for instance and maybe get signed physical signature for approval. And then, at some point, we hope you’re storing these documents and then they have to be indexed somehow. That’s typically done…if you think about Perceptive Software for instance, there’s the gold key link to link it, versus the system that you updated in. It can be a very cumbersome manual process with a lot of different touch points. There is an easier way to do that. Kofax TotalAgility is a great way to incorporate that.

What we’ve basically broken down is a simple solution, and an enhanced solution. These aren’t a one and done type of thing. They can basically be covered. Multiple facets can incorporate in either one. This is just to kind of get your head around what could potentially be done with Kofax TotalAgility in terms of packing slip processing.

The simple solution is really just to extract the PO number. If you are able to extract a purchase order number off of that packing slip, you have usually a realm of data within your ERP, that you can use to index that document. It’s very simple to set up an extraction process, where the document is scanned in directly into Kofax TotalAgility. It immediately enters the OCR extraction phase, where it pulls the information off of the packing slip, and then just validate that it’s correct. At that point, you can do a lookup in index, send it to your ECM.

For the enhanced solution, when it comes to data extraction, we can do even more than just purchase order number. We can actually pull details, line details off of the packing slip itself, so you can start to get that pairing process going, at which point if you’re pulling that information…I’ll talk a little bit more about this on the next slide, you can automatically update that in your ERP, and then send the document over to your content repository.

When it comes to data verification…let’s think of this in terms of how your users are going to be interacting with the system itself. Like I described, let’s just walk through the simple solution. The user scans in a packing slip. It goes through data extraction. It finds a purchase order number on the document itself. If it’s good, we’ll basically do a call to your ERP and that can be done via web services, or SQL lookup and just say, “Hey. Does that exist?” Okay, well if that exists, return to me the company number, the vendor or supplier name and number,” and use that information and just send it directly to your Perceptive Content or OnBase for instance. You have that metadata, and the document is automatically indexed.

When it comes to exceptions, we’ll cover that here in a little, bit as well. Ultimately, your users wouldn’t have to do a whole lot, es