Virtual Postman Archive is the heart of the cloud based enterprise electronic document management application. This module is responsible for document storage and indexing. VP Archive has the ability to scan in documents, create documents from related pages, import files, import email's, process email attachments and auto index documents on a bar-code or document content. AI-index records human capture behaviour and auto indexes similar documents. VP Archive also provides the user interface that controls access to documents and communications via nodes, indexes, roles and permissions. Documents can easily be found by searching on user defined indexes. Groups of documents can be auto-distributed via a multi channel envelope based distribution system. Task queues ensure that work is completed e.g. Order capture. Reporting ensures you know where processing is lagging. VP Archive is extendable through its plug-in and web service architecture. This facilitates interfacing into your ERP. Extracted indexes can also be interfaced eliminating the need for manual capture. Secure links to source documentation can be added to your ERP providing quick access to your documents where and when you need them. VP also knows about which documents it should have and so it pro-actively manages your document collection. VP Archive manages a businesses out bound and in bound document and communication flow.
Virtual Postman Collate manages all the documents required to complete the order2cash business process. This is done in the most efficient and effective way. Orders are archived first and captured on the ERP. This ensures you always have a document audit trail. Order fulfillment takes place. Once goods are delivered or services are rendered the proof of service or delivery note and supporting documents are scanned in to VP via a cloud deployed scan client. Supporting documents can also be emailed in to a designated email box. VP will auto index the delivery note by reading a bar-code or performing OCR and looking for a pattern. VP monitors the ERP and as soon as a new invoice is posted the document is imported and encrypted to legal tender standards. Based on a document delivery profile the documents are routed via a multi-channel delivery engine. Documents can be sent via email, ftp, fax, web service, USB or print. Statements are also archived and delivered. Hyper-links to supporting documentation are added to the statements and invoices ensuring quick viewing of related documents. An ordered, collated document bundle can be created at any time and re-delivered via email or saved to USB. Clients can log in at any time to view and retrieve their documents.
Virtual Postman Match archives, indexes and matches all documents required to complete the purchase2pay business cycle. The payment process could start with a purchase order, supplier invoice or statement. VP Match is designed to accommodate any scenario. If the procurement process starts with a purchase order the PO document can be created on VP Match or it could be imported from your ERP. An approval workflow can be followed before the PO is released to the appropriate supplier. A supplier invoice or statement can also initiate a payment cycle. VP pro-actively collects the supplier invoice, proof of service or GRV depending on a predefined supplier payment approval paradigm. Supplier emails are archived and attachments are auto removed. VP Document Auto Index uses AI to ensure the least amount of manual indexing is required by the creditors clerks. Direct data extraction ensures speedy and accurate invoice meta-data capture. Matching further verifies invoice and GRV totals are correct. Many to many mapping ensures support for multiple PO's mapped to multiple invoices. UN-matched invoices give rise to the VP claims workflow. This ensures you don't pay for what you have not ordered or received. Upon approval the ERP is updated with invoice and credit note meta-data. The VP Match application ensures that all documents are indexed and approved in the correct sequence before payment is made.
Either, we have two servers at a tier 1 for hosted which get backed up or you can install it on site if you have the network infrastructure.
A basic server is required Intel dual core, 8 Gigs ram, sas drives for OS, sata for images
1 terabyte will allow you to scan in 1000 pages/day for 30 years.
1000 pages/ day will require about 6 gigs/month
Yes, Virtual Postman will assist you in ensuring your company meets all the requirements.
Yes we can add a plugin for OCR but we prefer to use bar-codes as they are 99% accurate and OCR is about 90% accurate
Postgres Enterprise SQL database server
Virtual Postman is a J2EE web application developed in Java and deployed in the Apache tomcat environment
Sanlam, Hollard, Fedex, Value Logistics. In total Virtual Postman software archives around 800 000 documents per day
Linux, AIX or Windows
If it installed on a Linux plat form, we have scripts that can sync the software and data every minute on windows you would use your standard backup utility e.g. backup exec
Please ask us for a quote, you will need to tell us how many documents you want to archive per month and how many users will be accessing documents.
Each account code gets a delivery profile. This is updated by Virtual Postman Report Services.
Emails, Faxes, Scans, Ftp, Pdf using pdf index tool
Scan station statistics, Document import statistics, Missing documents, Un-indexed documents, Failed delivery
Yes, virtual postman has a plugin architecture and workflows can be linked to an archive event.
Split an blank, split on bar-code, split on line in page, single page mode, batch mode. Documents can also be manually assigned to a specific batch.
We have had the best experience with the Fujitsu 6130Z, a little work horse that has a duty cycle of 3000 pages per day and can scan in 50 pages/min
200-300, black and white mode
Yes, you can scan to folder for Virtual Postman to pic up or scan to email for email archiving