Tuesday, October 12, 2010

Integrating Remote Deposit Capture with Distributed Document Capture

We've been involved with a CAPSYS and Eastman Kodak partner who identified a rather interesting, really money savings application opportunity. Who isn't interested in money savings ideas these days? The project goes like this:

The Problem
This particular end user organization has a facility where they have been doing centralized document capture for years using a competitive thick client document capture solution integrated with a Content Management System for the content repository. The organization has large departmental document scanners to handle the voluminous amounts of documents that are rec'd on a daily basis from its network of independent agents. Contained in the batch of documents are business checks that are paying for the services rendered. The checks are separated by the mail room personnel who subsequently hands the checks off to accounting through an interoffice mail process. The mail room continues with prepping, sorting and scanning the remaining business documents.

Some of the independent agents are very good about turning the documents and checks around daily or weekly via their favorite courier (FedEx or UPS), others are not so expeditious about turning the information back to corporate in a timely and predictable manner. The current process is shall we say, inconsistent, has plenty of room for errors due to potential missing checks or missing supporting documents. 

Further, the checks may take a week or two to process due to their "in flight status." Because the current process is "centralized" - beginning with a mail room operation who has to sort/prep/classify/distinguish the checks from the business documents - using interoffice mail, the checks eventually make their way from the mail room to the accounting department who then follow through with generating the typical AR receipt matching process, and eventually deposit the funds with their respective banking institution. 

Whew, I left out a lot of minutia, but you are beginning to get the idea.  Frankly, not all that uncommon of a business process.

A Partner with Vision
After our partner carefully examined this client's situation, they proposed the better mouse trap. Capture the checks and business documents at point of origin with CAPSYS Capture - where the problem begins. Enable and empower the independent agents to capture the check and supporting documentation using inexpensive, TWAIN compliant document scanners - in this case, Eastman Kodak i1220's.

Now, the customer's independent agents immediately capture the check and the supporting documents at point of origin using CAPSYS via - you guessed it, a web browser. Everybody knows how to use a web-browser, so training is a snap.  The documents immediately follow the structured Transactional Content Management Workflow that is embedded inside of CAPSYS Capture.  Yes, that is what where the business process begins, thus a rules based workflow inside of a document capture makes all the sense in the world!

CAPSYS' workflow engine automatically detects and differentiates the check from the remaining business documents, routes the check to the Eastman Kodak t6000 Remote Deposit Capture solution which produces the X937 Cash Letter and Check Image(s) for presentment and deposit to the customer's banking institution. Since we captured the check and the supporting business documents together as a "batch" we are able to carry forward all of that data and post to the customer's ERP system, noting that the funds were received and the deposit was made, including a check number, a link back to the Content Management System for image retrieval. All of the supporting documents that tie the check back to the transaction are also linked and archived to the Content Management System for future retrieval.

Of course "stuff happens" and in a non-perfect world, imperfections are likely to occur. With CAPSYS' built in rules based workflow engine, you have the ability to deal with the exceptions that might occur...we deal with those in CAPSYS using Exception Queues. Exception Queues provide the ability for the customer to view exceptions and deal with them accordingly (rescans, add additional pages, delete pages, etc.).

The End Results
  • Checks and Supporting Documents are Capture at Point of Origin, where the problem begins;
  • Centralized Scanning and all of the associated headaches and costs with centralized scanning are eliminated (CAPEX expensive hardware, software, reoccurring maintenance contracts, etc.);
  • Eliminates the expense required to Federal Express/UPS/US Mail checks and documents to the central office for processing;
  • Funds are deposited the same day they are collected (remember, Cash is King);
  • The CAPSYS/Kodak t6000 Solution allow the customer to be completely independent of any proprietary check imaging bank solution. The solution is completely portable from one bank to the next, in today's banking climate, that is absolutely essential;
  • The client's business partners are all in compliance with customer's standardized operating procedures;
  • If the Transactional Content Management Workflow Process needs to be changed, it all done using a graphical user interface, no programming required;
  • On premise or SaaS...the deployment choice doesn't matter, take your pick. 

Now, think about all the applications that exist out in the market place where you can apply this exact same winning formula: Individual Health Insurers who take applications and checks on the spot, contractors who complete a job and accept payment via check, transportation firms who are inundated with paper work and accept checks upon delivery, the list goes on.  And, because it is entirely web based app, any where you have access to the internet, you can scan the business documents and the checks right there on the spot.  If you have a browser on your desktop, you are already have way there. No more need to incur the costs and time delays with Federal Express/UPS/USPS mailing documents.

Are your wheels spinning?  A Closed Loop Business Process that minimizes risk, maximizes profitability.