You are no doubt already familiar with the Virtual Invoice automatic encoding facility. As soon as the basic amounts and the VAT on the scanned invoice are recognised by the OCR engine, and using pre-defined parameters for the default accounts on the relevant supplier index card, most invoices are immediately 'accepted' without any problems. Virtual Invoice suggests appropriate bookkeeping entries, so much so that the invoice can instantly be recorded. Yes, but. what if the invoices are more complex, for example, when they involve multiple entries or non-standard sections, this will reduce encoding productivity. We will then have to go back to the entries to correct them. Not any more !

Even the more intricate invoices can now instantly be 'assimilated', thanks to the implementation of the technique of pre-defining parameter sections and ledger dictionaries, which is particular to "Virtual Invoice". So nothing could be simpler! In other words, you can now expect enormous productivity gains !

Virtual Invoice now automatically detects IBAN account formats and relevant BIC numbers for 30 countries.

Since PDF (portable document format), which is undeniably one of the most frequently used formats for electronic documents, has become accessible as an ISO international standard, under the reference ISO 32000-1, Virtual Invoice, which was already making extensive use of it, is now making even more widespread use of PDF at each stage of document processing-:, from scanning to processing. The PDF is highly compressed (linear), benefiting from Adaptative Compression. In other words, Virtual Invoice can tell the difference between a nearly blank front page and a highly dense page (e.g. general terms and conditions of sale). The compression rate automatically adapts to the actual document.

The outcome? Dynamic space gain which ensures that colour documents no longer take up more than 150 kBytes (on average) per page instead of 700 kBytes and more for 'normal' scanning. Moreover, the module is also delimited in the sense that it restricts file production to a maximum of 300 kBytes.

As you know, Virtual Invoice detects credit notes during the OCR processing phase. Virtual Invoice 2.5 offers a new filter that is available in the search module of the application. The latter enables you to isolate all credit notes in one same batch of invoices.

This new functionality enables you to avoid switching journal during encoding. For what purpose? In order to easily encode credit notes in the dedicated ledger.

Virtual Invoice uses numerous logical rules and other verification tests. If there is any discrepancy between the amounts and their decimal points, regardless of their cause (poor invoice quality, recognition problems, etc.), Virtual Invoice immediately highlights this.

Virtual Invoice 2.5 offers you a new handy functionality that is directly related to the documents linked to accounting entries You can now re-allocate a scanned document to another accounting entry.This is the case, for example, if an error has occurred and an invoice has been allocated to a bookkeeping ledger that is not appropriate.

Depending on the case, you can also delete the allocation of a scanned document, and if you so wish, you can archive the latter in another directory of your choice. Naturally, you can always choose to simply delete the scanned document.

This tool makes the task of forwarding documents completely transparent and ensures that this task is never forgotten.