Glossary

Click the buttons below to quickly jump to the glossary letter you want to view.

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

A

Action
What is done for a specific invoice rule(see separate definition for invoice rule below) with all conditions (see separate definition for condition below) are true.
Add-on (add-in, plug-in)
An external application (usually a DLL) that adds functionality to ReadSoft Entrance via the API. More information.
Adjust a document
To adjust a document or a field in ReadSoft Entrance, do one of the following.
  • Change incorrect information and correct it.

  • Check (review or look at) data that has been interpreted or entered manually.

This is part of verifying documents.

One result of adjusting a document or a field is that ReadSoft Entrance changes its status to Complete.

Fields and documents can be adjusted more than once. For example, in the Verify job description you can choose to adjust even documents that already have Complete status.

Appendix
A page that is attached to a document but is not part of the document. Its data is not captured. Appendix pages are only saved as images, which you can view and transfer. Examples of appendices: shipping list, list of telephone charges.

More information.

Archive transaction description
Specifies the format and layout of data you want ReadSoft Entrance to place in a separate transfer file. Archive transaction descriptions are optional in Transfer jobs. More information.

B

Back page
The back of a document page or an appendix page. Back pages are not captured by default. More information.
Background color

A color that you want ReadSoft Entrance to disregard when interpreting a field. The color is removed before interpretation.

For more information, see Using the color filter.

Barcode field
Contains a barcode to be interpreted. For more information, see Adding a barcode field profile.
Batch

A stack of documents you process together in order to, for example:

  • set up a scheme for locating documents after archiving
  • divide documents into manageable quantities.

More information.

Batch data

Values that describe a batch and each document in the batch, such as the batch number and the number of documents in the batch.

Batch data is contained in batch variables. There are standard batch variables. You can edit these or define your own in a batch report layout file.

Batch report
A printout of batch data that is printed after a batch is scanned. You specify the content and layout of the batch report by creating a batch report layout file.
Batch report layout file
A file that determines what the batch report looks like. It contains the batch variables. You can use it to change the standard batch variables or define your own batch variables.
Black and white image

ReadSoft Entrance always interprets data from a black and white image, regardless of the number of colors on the original document or how it is displayed on your screen.

Black and white is not the same as grayscale, which typically includes black, white, and various shades of gray. When ReadSoft Entrance converts a color or grayscale image to black and white, dark colors are changed to black and light colors are changed to white.

If the displayed image is grayscale or color, you can use the Image display dialog to see the black and white image that ReadSoft Entrance is interpreting. If there are problems with interpretation, you can also adjust grayscale to black and white conversion settings.

Business logic

ReadSoft Entrance uses business logic when analyzing and interpreting documents. Business logic is also used for field validation, for example during the verification process to ensure that Verify operators enter valid data.

More information.

C

Capturing, field capture

Interpretation is the overall process of finding the defined fields on an document, deciding what those fields contain, and recording the field values in the ReadSoft Entrance database. (This is also referred to as field capture.)

Interpretation also refers to the technical process of recognizing characters-for example differentiating between the letter O and the number 0, or between the letter I and the number 1.

Also see Interpreting, interpretation, below

Character set

A list of alphabetic, numeric and other characters that ReadSoft Entrance chooses from when interpreting data.

Character sets vary depending on the language to be interpreted. For example, the U.S. character set includes the letters A-Z and common special characters such as the dollar sign. European alphabets include additional letters and different special characters.

More information.

Check digit, checksum
Some types of numbers include a control digit that is based on the other digits in the number. A checking routine (usually modulo 10) performed on the number substantially reduces the risk that digits in the number have been interpreted incorrectly.
Code page

Windows code pages are groups of character sets. For example, the 1252 (Latin I) code page includes English, French, German, and several other Western European language character sets.

You can select which code page is used when transferring data to a transfer file.

Condition
A criteria that determines if actions are executed for a specific document rule when using the InvoiceRules plugin. If a condition meets the specified criteria, it returns true; if not, it returns false.
Corporate group ID

A corporate group is an affiliation of legally independent companies under the common management of a controlling company. It is the highest organizational unit. A corporate group can be, for example, a company with several subsidiaries that are defined, from an accounting point of view, as individual companies.

A corporate group ID is the internal identification number of a group of receivers (for example subsidiaries). This key field in the sender registry connects senders to the receivers that they deliver to.

Additional background: Corporate group IDs were introduced in ReadSoft Entrance to meet the requirements resulting from a specific but common situation: When a company consists of many merged subsidiaries that have their own ERP system, each with its own sender registry, the same sender can exist in multiple registries but using a different sender name and number. Corporate group IDs map receivers and senders to each other, allowing multiple sender registries to be merged into one set of ReadSoft Entrance master data. (See example.)

Country profile

Templates and settings that reflect the different characteristics of documents in a specific part of the world. Used to specialize your ReadSoft Entrance setup to capture data just the way it is presented in your country or region. Improves capture rates dramatically.

More information.

Currency

The currency is the type of money that applies to a document. For example, US dollars, Euros, and Swedish crowns.

ReadSoft Entrance uses a three-letter abbreviation for each currency to identify the currency. For example: USD, EUR, and SEK.

Currency notation
The character or characters that may appear in an amount field on a document to indicate the currency. Examples: $, EUR, SEK. More information.

D

Database
Contains document profiles, document definitions, and other objects that ReadSoft Entrance works with, as well as data about the documents being processed. More information.
Database counter

Used to save the endorser scanner value. The last endorser value from the latest Scan job is saved. Each time you begin a Scan job, the database counter continues the numbering from the previous endorser sequence.

More information.

DCL
A data capture language which uses special expressions and business logic for capturing fields. DCL expressions are saved in DCL files and are connected to country profiles via Eiglobalextra.ini.
Decimal place
The position of a digit to the right of a decimal point.
Description (sender description)

An optional part of the information used to identify a document definition. Description is used to keep track of variants.

Also used to identify a document definition: Sender and Sender number.

More information.

Document mode
See "Entrance mode"
Deskew
Skew is the slanting of a scanned image caused when a document is not aligned properly as it passes through the scanner. ReadSoft Entrance can normally deskew (that is, straighten) and identify images of documents that are skewed up to 10 degrees, which handles most situations.
DLL
Dynamic Link Library is a function in Windows. DLLs are used for customizing ReadSoft Entrance through application events.
Document definition

A document definition specifies the exact positions and the descriptions of the fields on a unique document from a particular sender. The document definition tells ReadSoft Entrance where to find the fields to be captured and how to capture them.

More information.

Document identification
Identifying a document means matching it to a Known or Learned document definition. More information.
Document image
A picture of a document page (front or back), created by scanning and saved on a computer.
Document profile

A general description of the information that you want to capture from a particular group of documents. A document profile can be used for documents from many different senders.

More information.

Document rule
A list of defined conditions, actions, and events used to perform different actions depending on current conditions when using the InvoiceRules plugin.
Document sheets

If double-sided scanning is used, document sheets refer to both the front and back images together. They are combined in the same image in Inspect view and cannot be separated.



document sheets are equivalent to document pages when documents are scanned with front-page scanning. These pages can be combined or separated in Inspect view.



Document type

Documents are classified by type. Document types include:

  • General expense
  • Purchase order
  • Credit notes

Dynamic value

A value that is evaluated at runtime depending on the current context in connection with an action that is configured for a document rule in the InvoiceRules plugin.

For example, a dynamic value could be read from a specific document field where the result depends on the value of that field for the current document being processed.

E

Endorser, Imprinter

An endorser is a built-in printer in the scanner that prints a sequence number on each document as it is scanned. If your scanner has an endorser, you can enable it and print a number on each document as it is scanned. Scan can also save the number in the database along with other data about the document.

More information.

Entrance mode

Entrance mode is a feature in Kofax ReadSoft Entrance that allows you to change the terminology in the program interface to more generic terms when working with non-invoice documents (such as customer orders, for example). This can be done separately for each user in the system (meaning that some users in your system can run Kofax ReadSoft Entrance for documents, while others can use Entrance mode to handle generic documents).

Entrance mode is only available in English.

In Entrance mode, these terms are changed to their generic counterparts in both the program interface and the help:

  • Kofax ReadSoft Entrance > Entrance
  • invoice > document
  • supplier > sender
  • buyer > receiver

Note, however, that in cases where the interface or help refers to functionality that is fundamentally invoice based, such as ERP/accounts payable, the original terms may still be present. In addition, since the names of system field types are not currently editable, they will remain unchanged in Entrance mode. This means that the names of system file types that include the terms mentioned above (such as InvoiceDate) will still be visible in the program. Keep in mind, though, that you can change the names of these fields to whatever you want in the invoice/document profile.

To enable Entrance mode for a user, select Entrance as the language option while specifying the user-interface language. To disable it, simply select another interface language.

Events and event handlers

As documents move through the ReadSoft Entrance production modules (Scan, Interpret, Verify and Transfer), events are fired at predefined occasions. An event is a condition or the result of an activity at a specific point in a program.

When an event is fired, ReadSoft Entrance checks to see whether you have defined a handler for the event. An event handler causes execution of a predefined VBA function, DLL function, or both.

In connection with the InvoiceRules plugin, events define occasions in the document flow when rules are applied.

External OCR engines
Both ABBYY and Omnipage are included with ReadSoft Entrance and can be selected separately by profile. Starting with Kofax ReadSoft Entrance 6.0.2, OmniPage is the default engine if nothing else is selected. More information

F

Field
An area on a document that contains information to be interpreted and processed by ReadSoft Entrance. Example: a document date.
Field capture
Interpretation is the overall process of finding the defined fields on a document, deciding what those fields contain, and recording the field values in the ReadSoft Entrance database (this is also referred to as field capture.)

Interpretation also refers to the technical process of recognizing characters—for example differentiating between the letter O and the number 0, or between the letter I and the number 1.

Field definition

Information for ReadSoft Entrance about where a field is located on a unique document, what type of data it is expected to contain, how it should be validated, etc. Field definitions are part of document definitions.

For more information, see Field profiles, field definitions, and field types.

Field exceptions
Field profile
Field profile
A field in a document profile. Tells ReadSoft Entrance which fields to look for when new documents are scanned. It is used each time you scan a new, unidentified document. It also tells ReadSoft Entrance how to use and interpret a field.

More information.

Field type

Field types contain basic characteristics that describe a particular kind of field. Some example field types include TotalAmount and Invoice Date.

The settings of the field types vary by country profile. Advanced users can configure them in Eiglobalextra.ini, where they are listed by their global names.

ReadSoft Entrance comes with nearly ninety system field types that cover most kinds of documents. They make business logic possible. You can edit them or add your own field types.

Field types form the basis for field profiles: Each field profile must be associated with a field type.

For more information, see Field profiles, field definitions, and field types or Country profiles.

Field validation

To validate a field means to check its value for correctness. ReadSoft Entrance has many routines that automatically validate fields, for example those you specify and those determined by business logic.

Field validations are also what we call the criteria themselves, in addition to the act of applying them.

More information.

First page

The first (front) page of a document.

For more information, see Multi-page documents or Two-sided documents.

Foreground color

A color that you want ReadSoft Entrance to preserve in order to enhance the interpretation.

This does not include the color of the text to be interpreted. It just needs to be in contrast to the background color.

For more information, see Using the color filter.

Format specification

One element of most field profiles and definitions. Describes how many and what type of characters are expected to appear in a field.

More information.

Front page
The front of a document page or an appendix page.

G

General expense (GE) document

Typically used to bill individual business expenses.

More information.

Globally Unique Identifier (GUID)

A randomly generated 128-bit number that is almost certain to be unique. Used to identify a particular component, application, file, database entry, etc.

Although there is no absolute guarantee that each GUID is unique, the total number of unique keys (3.4028×10 38) is so large that the probability of the same number being generated twice is very small. GUIDs are written using a four-byte word, three two-byte words, and a six-byte word. Example:

{3F2504E0-4F89-11D3-9A0C-0305E82C3301}

Kofax ReadSoft Entrance assigns a GUID to each document (as described in System variables). Kofax ReadSoft Entrance can also use GUID when naming the output file.

Graphical User Interface (GUI)
The window or visual interface that a user sees when using a computer program.
Grayscale image
ReadSoft Entrance always interprets data from a black and white image, regardless of the number of colors on the original document or how it is displayed on your screen.

Black and white is not the same as grayscale, which typically includes black, white, and various shades of gray. When ReadSoft Entrance converts a color or grayscale image to black and white, dark colors are changed to black and light colors are changed to white.

If the displayed image is grayscale or color, you can use the Image display dialog to see the black and white image that ReadSoft Entrance is interpreting. If there are problems with interpretation, you can also adjust grayscale to black and white conversion settings.

H

Header

A defining feature or unique reference point used by a line item template. ReadSoft Entrance uses the header to determine where a list of line items begins. The header must be a fixed distance from the first line item in the list. It can consist of either unique lines or text on the document image.

More information.

Host system
see Target system

I

Identification settings

Settings for both the document profile and the document definition that control how the identifiers are used when identifying documents.

More information about Identification settings in the document profile.

More information about Identification settings in the document definition.

Also see Automatically change document identifiers in Verify

Identifier

Unique text or a unique image on a document that ReadSoft Entrance uses to identify which document definition to associate it with. Documents with the same identifiers are from the same sender.

An example of an identifier is a bank account number. If the documents from a sender always contain the same unique bank account number, this could be used to identify the document definition.

Another example is a sender logo. If the documents from a sender always include the same unique logo, this can be used to identify the document definition.

More information.

Identifier definition
Information about where an identifier is located on a unique document, what the identifier looks like (for image identifiers), and the identifier value (for value identifiers). This part of the document definition helps the program to find the correct document definition when a new document is processed by Interpret.
Identifier profile

Part of a document profile. Tells ReadSoft Entrance which identifiers to look for when new documents are scanned, so that the correct document definition can be selected.

An identifier profile describes the identifiers (image or text) in a very general way. The actual text or image is not described in the identifier profile but in the identifier definition.

More information.

Identifying a document
See document identification.
Image identifier

A unique image on a document that ReadSoft Entrance uses to identify the document definition. An example is a logo that appears on all documents from a particular sender.

More information.

Imprinter
See Endorser, imprinter.
Interpret (module)

The Interpret module is used for automatically interpreting and validating documents from a variety of sources.

Interpret assigns each field and each document a status after processing it. Statuses are saved in the database.

Interpreting, interpretation

Interpretation is the overall process of finding the defined fields on a document, deciding what those fields contain, and recording the field values in the ReadSoft Entrance database. (This is also referred to as field capture.)

Interpretation also refers to the technical process of recognizing characters-for example differentiating between the letter O and the number 0, or between the letter I and the number 1.

Interpret job description
Tells Interpret which documents to interpret and validate. More information.
Invoice
A document from a sender that contains billing and payment information. Some documents are single-page, others are multi-page. Some documents have an appendix.

J

Job

A group of tasks performed by a specific module on a specific group of documents. A job is set up in a job description. The Scan, Interpret, Verify and Transfer modules perform jobs.

Job control.

Job description

A set of instructions describing what you want Scan, Interpret, Verify and/or Transfer to do. It tells ReadSoft Entrance which documents you want to process, which module to use, and how you want ReadSoft Entrance to work. The Scan, Interpret, Verify and Transfer modules are run using job descriptions.

More information.

L

Last document or document definition
Click Last (or press End) to open the last document or document definition in the list.
Last page
The last page of a document that is interpreted. (Appendices are not interpreted.) More information.
Layouts (for XML invoices)

A layout for XML documents is basically a template that contains all of the fields that you may want to interpret or display on the resulting PDF images for processed XML documents. There is currently only one layout for all XML document profiles.

Any fields that need to be interpreted or displayed in the PDF image need to be included in the list.

Note that although document fields can be added to or deleted from the layout, deleting fields (default fields in particular) is not recommended.

Learning, relearning, and optimizing

Learning is a process that results in the settings and associations in a document definition. Learning is often done automatically by the Interpret module.

Sometimes you must "learn" a document manually, using Verify or Optimize, and we can call this optimizing when it involves learning (or relearning) incorrect or missing settings or associations in order to improve identification and interpretation.

Learning document

A learning document is a copy of a document that you use for learning in the Optimize module. These copies are normally saved in the database and are not saved as TIFF files.

Every document definition must have one or more learning documents connected to it.

More information.

Line item

One item in a series of items in a list. A line item can contain several line item fields to be captured.

For example, a document contains a list of items to be paid for. The list is divided into columns such as, part number, quantity, and price. A line item would consist of the information from all three columns for one item on the list.

Line item boundary
The outer perimeter in which line items are found. The line item boundary is a part of the line item template.
Line item field

An area on a document containing information to be interpreted, where the information appears in a list of items.

For example, a document contains a list of items to be paid for. The list is divided into columns such as part number, quantity, and price. You can, for example, define three line item fields to use to capture the part number, quantity, and price for each item.

The above is an example of a "normal" line item field, which is found on purchase order documents and can be used to associate purchased items with a purchase order in your ERP system. Functionally, bank account fields and tax tables are also line item fields.

Line item template

A model you define in Optimize (as a result of optimizing a line item table, optimizing a tax table, or optimizing a bank account table) that is used to capture line items. The line item template tells ReadSoft Entrance:

  • Where on the document it can find the table.
  • Where within the table it can find the fields to be captured.

Location

This is an identification number that represents a specific combination of POBox, Street, StreetSupplement, PostalCode, City, State, CountryCoded, and CountryName in the sender registry.

Location is used for sender identification only if there are multiple senders with the same sender number and corporate group ID.

M

Maintenance plan
A plan you create using Manager that describes maintenance that can be performed on ReadSoft Entrance's database. More information.
Manager (module)

You use the Manager module to configure ReadSoft Entrance. This includes creating and managing document profiles, document definitions, job descriptions, validation tables, and batch report layout files.

You also use the Manager module to get information about the system and perform administrative activities.

More information.

Master data
Senderand receiver information imported from a financial system. Master data can be saved in ReadSoft Entrance's database. More information.
Multi-image file
An image file, such as multi-TIFF or a PDF that contains more than one image. A multi-image file can contain up to 999 images. More information.
Multi-page document
A document that has more than one (front) page. The document can also have back pages, and appendices. More information.

N

Next document or document definition
Click Next (or press Page Down) to open the next document or document definition in the list after the one currently displayed.
Noise
Speckles, or groups of black pixels surrounded by white pixels, on a scanned image.

O

OCR

The OCR (Optical Character Recognition) engine (or interpretation engine) interprets documents. ReadSoft Entrance uses multiple engines to get the best result.

When you click and drag a box around a field In Interpret or Verify, you can hold down the Ctrl key while you draw the box to activate the internal interpretation engine instead of an external OCR engine. This will give you a different result in some cases. (Using Ctrl also prevents the box from automatically snapping to fit the size of the field.)

OCR engines
See External OCR engines
Optimize (module)

This module is used to optimize document definitions. The purpose of Optimize is to speed production by improving interpretation and identification.

More information.

Optimizing
See Learning, relearning, and optimizing.
Output file
See Transfer file, output file.

P

Previous document or document definition
Click Previous (or press Page Up) to open the document or document definition in the list before the one currently displayed.
Process log
As a document passes through the system, ReadSoft Entrance tracks various events, such as status changes, user remarks, and who handled the document. Each event is time-stamped. You can view this information.
Production modules
The four production modules are Scan, Interpret, Verify and Transfer.
Purchase order (PO) document

Usually contains tables of line items of goods that were purchased. Must have the purchase order number printed on it.

More information.

Q

Queue

A group of documents or batches waiting to be processed. You use queues to group documents or batches so that they can be processed by a production module according to queue number or queue name.

More information.

R

Record
Data resulting from one processed document. Records are included in transactions sent to a target system. More information.
Receiver registry
The receiver registry contains information, imported from your financial system, that ReadSoft Entrance can use to route documents to the proper receiver or legal entity. The receiver registry is stored in Kofax ReadSoft Entrance' database.

More information.

Relearning
See Learning, relearning, and optimizing.
Role
A job function or group of job functions. More information.

S

Scan (module)

This module is used for scanning documents after you have created a document profile for the documents. The images of the documents are captured and saved in TIFF files. Other ReadSoft Entrance modules then use these TIFF files.

More information.

Scan job description
Tells Scan how to process the documents to be scanned. More information.
Scanner description
A collection of settings that are valid for your scanner. You can create as many scanner descriptions as you want, independently from document profiles. More information.
SCSI

Small Computer Systems Interface, a standard interface used to connect peripheral equipment (hard disks, CD-ROM, scanners) to PC's. SCSI allows direct connection to the internal data bus, resulting in a very fast data transfer rate.

With ReadSoft Entrance you can scan with SCSI cards, USB, or FireWire when ISIS drivers are used.

Certified scanners with a SCSI interface can also be used and are fully functional with ReadSoft Entrance using a USB interface, if they have USB in addition to SCSI.

Although Kofax cards are also SCSI cards, their behavior and available settings are quite different, so they are documented separately in this help file.

Sender

A unique name or an identification number (possibly an identification string that ReadSoft Entrance gets from the your ERP system) used to identify a document definition. Transferred together with the document data in the transfer file.

Also used to identify a document definition: Sender number and description.

More information.

Sender number

A part of the information used to identify a document definition.

When using a sender registry, the sender number is required. Otherwise, it is optional.

Also used to identify a document definition: Supplier and description.

More information.

Sender registry

Contains sender information that ReadSoft Entrance can use to identify senders and then link documents with the correct document definition. Stored in ReadSoft Entrance's database.

You can import sender information from your financial system into a sender registry, or you can create a sender registry using Microsoft Excel and then import it from there.

More information.

Service configuration
The combination of an Interpret or Transfer instance used as a service and the service jobs configured to run it. Service configurations are configured using the corresponding object bar.
Service job
Service jobs determine when and how instances of Interpret and Transfer, run as services, are utilized. Depending on how they are configured, service jobs automatically run in the order they are specified for each instance on the Service configurations object bar in Manager.
Service log
ReadSoft Entrance tracks every transaction that occurs when Interpret and Transfer instances are used as services to process documents, such as the name of the instance and service job connected to it, which job description it is associated with, how many documents were processed, if any, and when the job was run, and so on. Each event is time-stamped. You can view this information.
Signed fields or values

Fields with a plus or minus sign. If a plus sign (+) is found before a value in a signed field, the plus sign is included in the transaction description.

See Specifying the format of the output data.

Single item field

An area on a document containing information to be interpreted, where the information appears in one entry.

For example, a document contains the total invoiced amount. You can add a single item field profile to capture the amount.

Single-page document

A document that has only one (front) page. It can have a back page and/or appendices and still be considered a single-page document.

More information.

Skew and deskew
Skew is the slanting of a scanned image caused when a document is not aligned properly as it passes through the scanner. ReadSoft Entrance can normally deskew (that is, straighten) and identify images of documents that are skewed up to 10 degrees, which handles most situations.
Specification
See Format specification, format string.
Stand-alone installation
An installation where all ReadSoft Entrance modules are installed and run on only one computer.
Start transaction description

Specifies the format and layout of data you want ReadSoft Entrance to place at the beginning of the transfer file (the same file that data from the standard transaction is being transferred to). Start transaction descriptions are optional in Transfer jobs.

More information.

Static value
A value that is used exactly as it is written or selected in connection with an action that is configured for an document rule in the InvoiceRules plugin.
Stop transaction description

Specifies the format and layout of data you want ReadSoft Entrance to place at the end of the transfer file (the same file that data from the standard transaction is being transferred to). Stop transaction descriptions are optional in Transfer jobs.

More information.

Sub-header

A line item field that can signify the beginning of a new table within a table-part of a complex line item structure.

Sub-headers are not captured (interpreted). They are only reference points.

See Examples of sub-headers.

System document profile
The system document profile, displayed as <SYSTEM> , is a document profile that only exists internally. You cannot see the system document profile in Manager, but you can select it in a job description, for example. Generally, the system document profile represents all of your document profiles and is used for sorting and classifying documents.
System variable

A variable represents a value that is not currently known. Most system variables represent data that stems from an aspect of documents processing, rather than a value from a specific document.

A system variable is usually a hash mark plus a word describing what the variable represents. You use these in transaction descriptions.

Example: #Date represents the date when a document is scanned.

T

Table
You can use tables for validating field values and for translating field values. You use Manager to create each table, give it unique name, and save it to ReadSoft Entrance's database. You can edit tables at any time.
Table field profile

A field in a document profile. Contains a collection of fields that are related, either physically or logically, normally arranged in a table. Tells ReadSoft Entrance how to find and interpret that information.

Table fields can contain:

For more information, see Adding a table field profile.

Target system

Transfer transfers data from processed documents to your target system, which utilizes that data or gives you access to it. The target system can be another application in the same computer as ReadSoft Entrance or in another computer.

Target systems that handle the output data need that data to have a predictable structure. For example, in most output files, each record begins on a new line. The target system expects this. You use transaction descriptions to specify output that matches your target system's requirements.

Title

A field consists of two parts, a value and a title. The title is text that always appears on a document and that ReadSoft Entrance can use to find the field. For example, the title for a date field might be Document date. A title is required for every field that you want ReadSoft Entrance to learn automatically. When defining a field, you have to specify whether there is a title for the field, and if so, what text it may contain and where it may be positioned in relation to the value part of the field.

More information.

Threshold
Since color in the scanned images of colored documents is rarely even, a threshold value is often needed when defining colors for individual fields. The threshold value determines the size of the range of colors that ReadSoft Entrance will accept in relation to the reference color. On a scale of 0-100, a value of zero will only accept exact matches of the reference color, whereas with a value of 100, will include a much broader range of colors. The default value is 50 and is sufficient in most situations.
Transaction

Information that ReadSoft Entrance transfers to another computer system, either directly (via DLL or other interface) or by saving it in a transfer file.

A transaction contains a record of each processed document.

The content and format of a transaction are specified by one or more transaction descriptions.

More information.

Transaction description

A template containing transaction fields that specify the content, format and layout of transactions. Using Manager, you create at least one transaction description for each document profile.

More information.

Transaction field

One line in a transaction description that specifies one item of data to be included in the transaction. The item of data may be a value interpreted from a processed document, a system variable, or headers or other text.

More information.

Transfer (module)

The Transfer module is used after documents are processed to transfer data from the documents via a transfer file to a target system, which can be another application in the same computer as ReadSoft Entrance or in another computer. Data is transferred in transactions. You can specify in the Transfer job description which statuses of documents you would like to transfer.

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Transfer file, output file

After documents have been processed in Scan, Interpret and Verify, you typically use Transfer to put data from the documents in a transfer file. Transaction descriptions control the content and layout of that data.

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Transfer job description
Tells Transfer which data from which documents and for which receivers to transfer, as well as where to transfer the data. More information.

U

Unidentified document

An unidentified document is a document for which Interpret failed to find a Learned or Known document definition. This happens:

  • With new types of documents.
  • When Interpret failed to interpret the identifier fields.
  • When the document definition is not fully learned (some fields can be learned while others cannot).

More information.

V

Validating, validation
See Field validation, validating a field.
Value
A field consists of two parts, a title and a value. The value is, for example, the date in a date field or the amount in an amount field.
Value identifier
A unique text on a document that RSI uses to identify the document definition. an example is a bank account number that appears on all documents from a particular sender.
Note that a single value identifier can also be used to identify the layout for a document in cases where documents from multiple senders look exactly the same.

More information.

Variant

A different document definition for the same sender, needed if a sender sends documents with multiple layouts.

The sender description is used to differentiate the variants.

More information.

Verify (module)

The Verify module is used for verifying learned documents and documents identified by Interpret.

After a document is processed by Verify, the document image and the data are ready to be transferred to a file.

Verify job description

Tells Verify which documents you want to verify according to their statuses. You can also adjust many settings that determine how the program interacts with the user during the verification process.

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Verifying, verification

The process of checking and correcting interpreted documents. ReadSoft Entrance displays interpreted fields, and you can approve and adjust fields as required. ( More information.)

You specify the details of the process in the Verify job description. ( More information.)

X

XML document
A document that is received from a sender in any XML format. XML documents are received by ReadSoft Collector, processed in ReadSoft Entrance and transferred to the target system. Depending on the context, this term can mean either the received XML document itself, or the object inside the ReadSoft Entrance system (for example, when listing all XML Invoices in the XML Maintenance dialog).
XML document definition

A set of rules that is used to extract field values from XML invoices that come from a specific sender (and consequently belong to a specific XML document profile). The XML document definition is uniquely identified by the Supplier Name. An XML document definition contains only those rules that differ from the XML document profile it is associated with.

This is different than a standard document definition in Kofax ReadSoft Entrance.

XML document source
The XML document file that an XML document definition or XML document profile is based on (that is, the training document). It supplies the information that is used to display the image in the Image tab of the XML Mapper during optimization.
XML document profile

A set of rules used to extract field values from XML documents in the specific XML document standard/template that they belong to. When the system is installed, a pre-defined XML document profile is created for each XML document standard/template. That is, SmartXML can automatically identify documents belonging to Kofax ReadSoft Entrance Portal, SveFaktura, ebInterface, Facturae, Finvoice, OIOXML, OIOUBL, and E2B document profiles directly after installation (a General XML standard is also provided for those documents that do not comply with any of the others). These profiles can then be tuned and modified by users when required. Users can also create new XML document profiles in the system to support previously unknown XML formats.

This is different than a standard document definition in ReadSoft Entrance

XML document standard
A generally accepted standardization for XML invoices that specifies how a business document is to be represented and transferred between parties. SveFaktura and Finvoice are well-known examples of these standards. There are also other standards (for example, the Ariba XML standard or the ReadSoft XML standard) that are applicable to smaller groups of systems or even a single ERP provider that are not as well known. SmartXML supports some of these standards automatically, and the rest need to be configured.
XML layout
See Layouts for XML invoices.
XML profile identifier
A configurable set of rules used to identify the XML document profile that an incoming XML invoice belongs to. That is, when an XML document is received, Smart XML attempts to match the document to the correct XML document profile by checking the XML profile identifiers it contains. If all identifiers for a certain XML document profile are found, the document is identified as belonging to it. The document is then processed by the set of rules that are defined for the XML document profile and one of the XML document definitions that are connected to it (if further attempts to match the sender name succeed).