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I use also Kaspersky and I find that Virtual Invoice is very slow to start up. What should I do?
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When used with Kaspersky, Virtual Invoice is very slow to start up. You must add the software to the list of trusted applications.
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Why is the USB ABBYY dongle not recognised?
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Firstly, when installing the driver, check that the dongle is disconnected from the USB port. There is a similar incompatibility between the driver of the ABBYY dongle and the driver of a card reader, such as the electronic identity card reader (Belgian ID). In the latter case, please stop the Belgian ID program and you will immediately note that the ABBYY dongle is well and truly recognised.
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I have just installed VI service, and am using a dongle for the licensing and when I launch the service it stops immediately.
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In the server services, open the "VI Service" properties. In the Log On tab, check that the "Local System Account" is ticked as well as the "Allow service to interact with desktop".
This option allows the service to have access to the dongle.
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How does the "Server" version of Virtual Invoice operate?
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It is a "Windows service" that has to be installed on an internet-connected terminal, and this constantly monitors an input directory, and immediately processes the images that arrive into this directory (OCR extraction of the text and accounting fields), in order to forward the processed files to an ‘Output directory’. When scanning to the server input directory, this It is a ‘Windows service’ that has to be installed on an internet-connected terminal, and this constantly monitors an input directory, and immediately processes the images that arrive into this directory (OCR extraction of the text and accounting fields), in order to forward the processed files to an ‘Output directory’. When scanning to the server input directory, this method ensures that the files are instantly processed without any delay and without any intervention on the part of the user. A dialogue box allows you to define the parameters of the processing service.
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I would like to integrate Virtual Invoice into my bookkeeping application, but I do not use Winbooks. Is there any solution?
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Yes. The "Development Toolkit-SDK" will enable you to integrate Virtual Invoice into your application. The integration effort is directly proportional to the level required: -> simple recovery of sections recognised in the accounts -> display of scanned documents in the accounts -> complete integration into the encoding screen. Please consult your bookkeeping software expert or contact us.
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How high is the risk of encoding the same invoice twice?
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There is no risk whatsoever. Virtual Invoice includes a test that emits a warning if anyone tries to enter a second invoice for the same amount for the same supplier and the same day.
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If I have more than one layout for one same supplier, for example, a layout for each company department?
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It is possible to define multiple layouts for one supplier? If a field has already been stored in the memory, Virtual Invoice will either suggest replacing the existing mask or to create a new one.
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I have sales invoices. Can I automatically encode them?
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Yes. This is the case, for example, for Accountant Companies that receive invoices in Word or in Excel from their clients. This is also the case for sales invoices drawn up by a program whose data cannot be recovered. When creating a file, you can specify that you will process the purchase invoices and/or the sales invoices.
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I export. Are there any problems when dealing with foreign suppliers?
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To date, the FreeForm engine of Virtual Invoice can recognise invoices based on Belgian legislation in both French and Dutch. Other languages are in progress. For invoices that comply with standards that differ from those applicable in Belgium, it is very easy to use the "Extra keys" system to identify the supplier or client and the mask data to recognise the sections, if the Freeform engine of Virtual Invoice has failed on the headings.
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How can I group documents consisting of multiple pages?
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Virtual Invoice offers 3 possibilities:
1) During the scanning phase, you insert a blank page before and after the various pages of a multiple page document. Virtual Invoice will automatically assemble the pages when processing the documents.
2) You bulk scan and you assemble the scanned images that appear on the screen. This operation happens very fast thanks to 2 pre-set function keys in Virtual Invoice: Group the page selection, and group the document with the previous one (function key F11)
3) Group the documents during the encoding process. This therefore does not require any preparatory work. And this is exclusive to Virtual Invoice as it is integrated into your invoice acquisition program. When Virtual Invoice presents you with a page which in fact follows the preceding page, all you need to do is click on the ‘Group with previous’ icon. And if the follow-up pages appear before the main document, you simply have to advance up to the page containing the total amounts, and then go back over the follow-up pages.
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If I wish to access Virtual Invoice Help, the right-hand display panel in Help indicates "Navigation to the webpage was cancelled". What should I do?
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In order to reactivate Help, your network administrator must perform the following procedure on the PC that holds WinBooks:
1. Click Start, click Run, type regedit, and then click OK.
2. Locate and then click the following subkey:
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\HTMLHelp\1.x\ItssRestrictions
Note: If this registry subkey does not exist, create it.
3. Right-click the ItssRestrictions subkey, point to New, and then click DWORD Value.
4. Type MaxAllowedZone, and then press ENTER.
5. Right-click the MaxAllowedZone value, and then click Modify.
6. In the Value data box, type 3, and then click OK.
7. Quit Registry Editor.
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I would like to scan invoices already encoded in the accounts for previous accounting periods, in order to consult them without having to refer to my hard copy files. How can I do this?
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You have to scan them in the order in which the bookkeeping documents have been entered, and if applicable, group the multiple page documents. Alternatively, to make use of the plain text search option on the invoices, you must launch the process that extracts the text from the invoices. Subsequently, call up Virtual Invoice at the start of the bookkeeping process and use the "Allocate" function: The scans will be linked to existing supplier invoices.
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As soon as the supplier invoices are scanned, does Virtual Invoice offer a solution for approving the invoices?
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Virtual Invoice uses an intuitive and efficient approach to resolve invoice approval issues of SMEs, by combining several techniques: -> stamping "To be approved" and electronic signatures -> applying invoice filtering based on a stamp or a combination of stamps -> notification by e-mail. Please refer to the detailed documentation of the "Invoice approval" option.
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What is the recognition rate of Virtual Invoice?
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The "immediate" recognition rate of Virtual Invoice via the FreeForm engine is approximately 70-80%, depending on the type of invoices processed. There will always be suppliers who use ‘exotic’ invoice layouts, which the FreeForm engine will find difficult to interpret. Similarly, there will always be hand-written sections in the supporting documentation (restaurant bills, etc.). However, this rate will evolve with time, depending on the enrichment implemented by the user. If recognition of a section proves difficult, all you need do is to communicate it to Virtual Invoice by running the mouse over it, and when it comes to the next invoice of this particular supplier, the content of this section will automatically be extracted. Finally, the V.I.R.S.100 option - Virtual Invoice Recognition Service - makes it possible to recognise the bookkeeping statements on your invoices up to 100%.
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Does Virtual Invoice manage front and reverse pages?
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If your scanner manages front and reverse pages, then Virtual Invoice manage it too. It automatically assembles the front and reverse pages, and can remove blank reverse pages (but not the general terms and conditions!) in order to save space. It allows navigation from one front page to another without going through the reverse page.
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I use Virtual Invoice and I would like to configure my firewall correctly. How can I configure it?
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There are two possibilities:
1) Add Virtual Invoice to the firewall exceptions
or
2) Open the following ports:
For the FTP/sFTP: depending upon the configuration of your FTP/sFTP (normally, port 21)
For the VIRS100:
port 21
For the SMTP that is necessary for approvals or the despatch of documents to the VI support without outlook:
port 25
For metaform: port 2001
For full scanning: port 80 (open by default!)
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