3 Ways to
Optimize Material Receipt Capture
By Jack Shales
02/16/2023
3 Ways to
Optimize Material Receipt Capture
By Jack Shales
02/16/2023
In the Ready Mix and Aggregate space one of the most time consuming processes is managing the data entry of material receipts (sometimes called proofs of delivery or ‘tickets’)
and then reconciling them against a material/haul invoice to ensure that all material has been received prior to providing payment.
In the Ready Mix and Aggregate space one of the most time consuming processes is managing the data entry of material receipts (sometimes called proofs of delivery or ‘tickets’)
and then reconciling them against a material/haul invoice to ensure that all material has been received prior to providing payment.
For most companies out there this is a primarily manual process with much time spent scanning tickets, indexing tickets by hand, and then hoping that once the invoice arrives that the tickets will be able to be found again and matched to the line items.
Below are three ways your organization can greatly reduce the manual efforts and side activities typical of this process using best in class technology that’s easy to use.
1. CloudOCR
Easy to use is putting it lightly when talking about CloudOCR. In fact, it couldn’t be easier because once you scan your material receipts into CloudOCR there is no work to be done until they come out the other side fully indexed and ready to drop into your workflow. CloudOCR combines best in class machine learning technology for automatic document splitting, classification, and indexing in a truly hands-free process so your team can spend less time hand-typing data and managing complicated software and spend more time on higher value tasks. In addition to the underlying automation CloudOCR provides human verifiers as part of the service to optimize the accuracy of captured data and even index handwritten fields. Simply put, you send in tickets and you get back indexed tickets. It could not be easier.
2. E-Ticket Integration
If part of your process already includes some manner of e-ticket entry into a batch computer at the time of receiving the paper ticket you may only need to capture the ticket number with CloudOCR. By utilizing an integration with the system of record you can query all of the e-ticket information using the captured ticket number as the primary key. When paper tickets are scanned to CloudOCR the tickets number would be indexed, then when dropped into the workflow the indexed ticket number would automatically be used to index the remaining fields.
3. Automated Matching and Reconciliation
The process for capturing and indexing tickets is important, but there is still the job of reconciling them against the related invoice that could come at any stage, even before all tickets are received. This is a perfect use case for OnBase workflow. Let’s say that we order material that amounts to 10 deliveries, but only 9 of those have been completed. Those 9 tickets are already indexed via CloudOCR and sit in the workflow ‘Awaiting Invoice’. Once the invoice arrives and is indexed (also a candidate for CloudOCR) is will automatically match against the 9 tickets present in the system and will be held in a ‘Matching’ queue until the 10th and final ticket is found. At last that 10th delivery arrives, the ticket is sent to CloudOCR and gets automatically indexed and dropped back into the workflow where it matches to the invoice. Now that the invoice has all tickets accounted for it can exit the matching queue and is effectively ready for approval (if further approval is needed) and payment.
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