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foreign and welcome to today's webinar on automating the processes of your inbound customer purchase orders with unform and I just wanted to take a minute to kick today off my name is Christy Mitchum and presenting today is Vicki iander and just before we get started I wanted to let everybody know that we will be recording today's presentation and a link will be sent out out to the recording to everyone who registered and we are going to be saving time at the end of the presentation portion of today for questions so please go ahead and drop any of those goes into the Q a option of the webinar or the chat bubble and we'll address those at the end of the presentation and with that I will turn it over Vicki to you thank you Christy can you see my screen and hear me okay yes and yes awesome thanks so much appreciate that hi everybody this is Vicky Lander with sdsi and I will be walking you through the unform sales order automation process today we will be looking at how the inbound customer orders are received okay all right get the little there we go all right so one of the ways we automatically capture customer purchase orders is by using the unform application and what we're doing is we're capturing documents and data we're capturing them by monitoring inbound sources and inbound sources can be an email address a directory scan 2 or drag and drop so exactly how do we capture the data well we're utilizing a variety of Technologies including a PDF text layer now if you have a PDF text layer in your document that does not have to run through the OCR the optical character recognition it'll process right away and it will automatically go straight to the Erp but for those documents that don't have the text layer we do have the OCR capability we also are using barcode recognition data lookup from your Erp or business application and data validations okay so let's jump into the demonstration I'm going to pause my screen here for just a second so you don't see me doing all the moving around of the screen okay all right let's un there we go resume share today I'm going to be using one of our erps as a demo and we are Erp agnostic but for today's demo we're using accumatica and what I'm going to do is I'm going to show you the sales order page and I'm kind of starting at the end and that is I'm showing you that we've had a couple of sales orders already generated 6500 and 6501 and as we go through the process of showing you the demo we will have two new sales orders that will be populated so I wanted to give you a starting point okay let's real quickly refresh about the unformed server page or just the unform application in general and that is it is username and password protected so if you have employees that are only allowed to see the archiving for instance they can click on all these other modules and nothing will happen they are only allowed to open what they are entitled to see okay so that was just a quick refresher now let's jump over to image manager all right let me send a couple of documents here we go I'm going to send an email that has two documents attached to it they're both customer POS one is agrilink and one is Alta and I'm sending it to an inbound Source that's inbound plus cuspio that's the email address that I'm sending it to but unform will monitor multiple inbound sources and by using aliases like AR AP HR whatever it is you might be using is perfectly fine so I'm going to go ahead and send that off and while it's sending there we go also let you know that unform can monitor multiple inbound sources and like physical directories or on a network share a multi-function device or a scanning scanning capability to a directory so there are other ways that you can get the documents in to image manager okay so those two purchase orders have been sent via email and this left-hand window is showing you all the inbound sources and we have a lot of inbound sources because we do demonstrations but today we'll be using the customer po inbound customer order Source let's see if it's come through there it is all right so you're looking at the image manager queue here and you're probably saying hey now wait a minute Vicki sent two documents via email to image manager why am I only seeing one well the reason you're only seeing one is the the other document had the auto transfer on and the auto transfer will automatically process the document and send it directly to the Erp so it's already being processed it's generated a new sales order number and the document and the new sales order number have been archived within on form so now we have the agrilink document here in the end form queue excuse me in the image manager queue and you'll notice that there's a check mark under ready well what that means is that this document has actually passed all the detection requirements and can be transferred to the Erp and into one form but I turned it off specifically so that we can see what how the process works so I'm going to open up the document there we go and as you see it's opening the left hand side column is where we have the fields and that's the data that we're collecting off of the document set up in the fields and on the right hand side you'll see the document has blue boxes around words well this is data that we're capturing using the OCR and keep in mind now if you have a PDF with the text layer it won't even need to be it won't even go through the OCR process it will just automatically go to the Erp generate the sales order and continue on its way so here we have the purchase order that we're doing manually and the really nice thing about image manager well one of many is that we do capture the line item detail we have a really cool tool over here on the left hand side where it says lines it's a grid and what this is going to do is it'll show you all the line item detail that image manager is capturing and it will automatically be sent to your Erp so that's one of the really nice features another really nice feature is that image manager can do math calculations so if you have lots of line item detail with unit prices that are extended you'll have a subtotal possibly tax and a total down at the bottom image manager will double check it so let's intentionally throw the number off so you can see what will happen and by the way this is going to show you what happens whenever there's an error or something didn't pass detection when you're in this view you'll have a red box identifying where the information needs to be corrected or maybe something's missing so this will allow you the opportunity to do that but what's really kind of cool is if you hover over the highlighted box it will tell you what the problem is and it's saying uh oh let's see lines total thirty four thousand three hundred twenty dollars isn't matching the subtotal it showing that there's 50 cents so we can go in here and manually correct it but before we do what I'd like to show you is I want to go back to the image manager queue and now you see the document that we had in there originally that had the ready check is gone so if you're coming into the image manager queue with fresh eyes because it's your job to monitor it the only items that you should see here are documents that have the auto transfer turned off or there is a need for you to correct something so then you would go into it and correct it um so let's let's take a look at something else while we're in this view we've talked about how inbound documents are being read using OCR or the PDF text layer but we also use zones so let me open up The Zone here so we can talk to that um part of the image manager's job is to it's doing actions it's it's it has a actions that it needs to do and what it's doing is it's looking at the individual jobs to make sure that we're picking up the right job to process and how does it do that well there are unique identifiers in the document that we're picking up and that tells the image manager yes this is the job that we need to process so it'll continue to work through all the different jobs until it finds the exact match so let's take a look at the zones over here on the right hand side you'll see there are some light red boxes if I click inside the box or the Zone it's going to turn dark red and this is highlighting the area that we're capturing the data off of if you look over here on the left hand side we have it line item as far as detect Zone Custer po name Etc and down here at the bottom it's showing the information that's in that zone but over here on the right hand side where it says Zone text this is actually the data that we're capturing so you can click on a box to take a look of at what's in it or a Zone to see what's in it you can also click on the lines over here and you'll see It'll highlight the areas that we're looking at so it's capturing just what information is identified within the zone also this is a good point to mention that you do need to set up a template for each job or each customer so it's you know set up the zones you have these boxes that you can move and resize so you'll have a template for instance and you just save it with the name of the new customer that you want to set up move the boxes around resize them how you want save it and then you have your new template and the same can be said as if you have a template set up for a customer and maybe they may change it it's very easy to go in make the changes by moving the zones around and saving it so that's a little bit about zones and how to set up a template or to move zones around so let's go back to our agrilink document and let's go in and correct the math error all right so let's go ahead and correct it by the way part of the the benefits of using the unform image manager is that we are doing validations that your Erp probably can't do so this is another level of validations for you so all this is being compared to the documents that are in the Erp and that we're receiving so this has been updated so we have the correct dollar amount with the correct sense I'll show you now how we'll transfer this so we're transferring this manually unlike the Alta order that went on or went over with the auto transfer so you can have as many documents in the image manager queue that you need to transfer at once you don't have to do one by one you can do a whole selection or a batch so let's go ahead and we'll transfer this over to the Erp so what this is doing is it's sending the data that we've collected over to the Erp and the Erp is going to generate a sales order and this window will show if the transaction occurred successfully and it did and it's also sent back the new sales order number so now this document has not only been generated has generated a sales order in the Erp but it's now also archived in unform so let's go take a look at the Erp I'm going to refresh it and we should see the two documents that were sent the one that had the automatic transfer and the one we did manually and there's the Alta document that's the one that came over in the email and had the auto transfer on and this is the one that we just manually uploaded so let's take a look at that and as the window for the Erp opens we'll see here down at the bottom it has captured the line item detail successfully it has generated the sales order number right there and what's another nice feature about unform is that we do have integration with many erps and in this case we have this unform button right here on their web page when I click on it it will open up that document within unform and now you have access to all the features and functions that you normally have within unform you can open the document and email it if you want to or share it or not but that's how you open up the document within the Erp I do want to go back and show you the other document that was sent that had the auto transfer on and this one was set up so that it had an attachment to it so this little highlighted paper clip area that indicates that there's something attached to this document so let's open that up and you'll see up here where we have the various tabs it says files and this says that there's one file attached so this particular document has could have one could have many but it shows exactly what's here as far as there's an opportunity to open the document and take a look at it so those have both been successfully sent to the Erp and sales orders have been generated okay so we've talked about how to get documents in using inbound sources but there are times when you may have an email that has arrived in your inbox and you want to send it on over or maybe you have something on your desktop or in a directory that you want to share and you can do that and I can show you how to do that manually but you can also transfer data by writing an EDI file or XML and some erps already have templates and of course we're more than happy to do any custom programming for you should you need it so let's upload a document manually I happen to have one on my desktop oh what a coincidence right so I just dragged it and I dropped it all I have to do now is import and it will arrive in the image manager queue in just a couple of seconds let's give it a chance to beat on over here there it is so there's the document that I had on my desktop it's ready to go and we can go through the manual process like we did just a few minutes ago so those are the ways to get documents into unform via inbound sources if you have any questions we can certainly go ahead and get to that point now so that concludes the actual demonstration point so let's do questions great thank you Vicki um I want to go ahead and and dive into a couple that we had on the screen um blurring FB or being a little blurry we we're having a little bit of trouble with the connection that was causing some some blurriness there but we will address um getting that cleaned up on the recording so we'll make sure we get um a crisp one out to you guys um that were registered for the recording so we can play that back and another question that's come up is uh related to sxe and CSD and it is how how does it work with sxd and CSD so Paul I don't know if that's one that maybe you want to take uh sure so the front end piece that Vicki showed is it's the same regardless of what Erp you're using so all that's the same what changes is the format of the data that's output when the jobs are finished so with SX encsd instead of output putting you know CSV file you'd output either the edi850i dot that file if you're on Prem if you're in the cloud the order bod so you know that's really the only difference is the formatting of the uh you know the transaction that the image manager outputs for the Erp to ingest great thanks Paul and if anybody has any other questions um not seeing uh additional ones come in at the moment but please do feel free to drop them in either the question and answer bank or the the chat bubble and we also have the option to raise your hand and we can unmute you if you have any follow-up questions maybe we'll give that a minute see what comes through Okay so we've got the contact information up and it looks like those are the questions that we've had come in so far so we'll leave this contact info up on the screen and if you guys think of any questions after we close here today please reach out to us we're happy to schedule some follow-up time uh to discuss any questions either with your Erp or the specific business process and schedule some one-on-one time so thank you all for taking the time out of your day to join us and we look forward to seeing you at the next webinar