FAQs

7th December 2016

ABM Data Extraction by Xtracta FAQ’s

What is ABM Data Extraction and How Does it Work?

What is ABM Data Extraction?

Advanced Business Manager has the capability to automatically extract and process data from your business documents, streamlining administrative functions and bringing new efficiencies to ABM users’ businesses.

Save time, Reduce overheads and improve accuracy with ABM Data Extraction powered by Xtracta.

 

What is a workflow in ABM Data Extraction? 

A workflow is a set of rules for processing a particular type of document. These rules define what information must be available in the documents of this type, how the data is validated, and what the resulting transaction or change in ABM occurs as a result.

 

For example a supplier invoice is a workflow. There is certain information that is required from a supplier invoice document for it to be processed, such as a supplier name, invoice date, invoice number and value. The supplier name must match a supplier in the list in ABM. When a supplier invoice is processed it results in an invoice transaction in ABM.

 

Other workflows might not result in a transaction. For example a workflow for supplier statements might only reconcile the details of the document with existing transactions in ABM and notify you of any missing transactions but not process any new ones.

 
The system can be customised for individual business workflows and other manual data entry tasks. Contact your ABM Support Partner to discuss this.

 

Once a document is uploaded or emailed into ABM, its data will be read and it will be available for review and approval into the ABM database in a couple of minutes, with a copy of the original document attached.

 

Who can use ABM Data Extraction by Xtracta? 

Any current ABM site can apply to use the module as long as they have upgraded to ABM 9.1 or later.  Signing up is as easy as completing the on screen sign up process.

 

Are my documents and information secure? 

Yes, click here to read about our privacy policy 

 

What document formats do you support? 

PDFs (Portable Document Format), Images (JPG, PNG, GIG) and Word Documents (DOC).

 

Does the module store images of my documents”?

Yes, they store PDF images.

 

Can I control which documents get processed by the module?

Only documents uploaded to the Xtracta service will be processed by the module. Documents can be uploaded directly in ABM, or forwarded to an email address.

 

How long will it take for the module to learn my document formats?

Most documents will likely be able to be extracted successfully without any training at all. If training is required the system will need to see at least 2 invoices from that supplier to learn where to pick out the relevant information from. The system applies the training overnight, so any training you give it today will be applied to document received tomorrow.

How long does it take to process a document?

Typically 60-90 seconds.

 

Can I ask my supplier to send the invoice directly into ABM? 

Yes, you can ask supplier to send invoice to a unique email address so that they are processed automatically without you having to upload them.

 

 Can software automatically split multi-invoice document?

No. You need to manually split the invoices using the option available in the processing screen.

 

Is there a minimum scanning quality (DPI) required? 

No. But better the image quality the better the result. Digital documents are preferred. Documents must also be typed as the system cannot interpret handwriting.

 

Setting up and Using ABM Data Extraction

 Can I have a free trial of ABM Data Extraction by Xtracta for my business? 

Yes, the first 10 documents are free. If you would like to test more than 10 documents this can be organised. As soon as an ABM site starts to use ABM Data Extraction by Xtracta on a live system and the document total is greater than 10, a plan will have to be purchased.

 

Where do I download ABM Data Extraction by Xtracta? 

ABM Data Extraction by Xtracta will be automatically installed as part of ABM from ABM 10 onwards.  To use ABM Data Extraction by Xtracta in ABM 9 please contact your ABM Solution Provider who will be able to supply the appropriate application files.

 

How can I get a client on Xtracta? 

Contact Chris Graham or Richard Goodwin and they will get this sorted for you. 

 

What does it Cost and How Do I Get Billed?

What are my subscription choices?

Subscriptions plans can be taken on a monthly or annual basis, with a range of options for the maximum number of documents within the subscription period.

 

What is the minimum subscription period? 

There is none. Whenever you cancel, you will not be billed for any more payments after your current subscription expires.  (Unless you are on an annual plan)

 

What if I don't use all of my documents within my subscription period? 

Documents are only valid for the specific subscription period so unfortunately they do not carry over to the next subscription period.

 

What if I need to upgrade/downgrade my subscription? 

There is an onscreen facility to upgrade/downgrade your plan.

 

Can I unsubscribe from my plan or do I have to pay extra? 

Yes you can unsubscribe and you will not have to pay extra.

 

 If I upgrade or downgrade my subscription, when does this take affect? 

If you upgrade your subscription then you will be credited for any unused documents on your current subscription and your new subscription will start immediately.

 

If you downgrade your plan, your existing subscription will remain in place until the end of its subscription period, and then it will downgrade to the new subscription you have chosen.

 

When does the month start and finish as far as the subscription is concerned? 

Subscription is from the date you sign up to a subscription plan and pay for it. You will be billed on a monthly or annual basis once the subscription period rolls over. 

 

What are the document count breaks? 

Up to 10 documents – Free 

Up to 100 documents - $50.00 / month 

Up to 250 documents - $115.00 / month 

Up to 500 documents - $200.00 / month 

Up to 1000 documents - $350.00 / month 

Up to 5000 documents - $1000.00 / month 

 

 

What if I have a busy month and need more documents than my subscription provides for? 

No problem.  You have a couple of choices:

 

  1. You can purchase a top up document “booster pack” of 500, 1000 or 5000 documents. These booster packs are valid for 12 months and are used automatically whenever you run out of documents on your regular subscription.
  2. You can renew your current subscription plan via the on screen plan selection screen.  If you renew your plan before an expiry date your subscription plan renewal date will change to reflect the new dates.

 

 

What are the top up (booster pack) options? 

  500 Documents bundle - $400.00 

1000 Documents bundle - $700.00 

5000 Documents bundle - $2000.00 

 

What are the rollover options? 

There will be an indicator on screen which will prompt you (Renew current plan to the current date today) so your documents will refresh. This means that if you want to start you new month from today you can.

 

Can I pay online?

We intend to offer online payment options soon.

 

How do I know my renewal date? 

Your renewal date will be displayed at the top right of your ABM Data Extraction by Xtracta screen.

 

How do I know the number of documents I have available in my plan? 

The number of documents will be displayed at the top right of your ABM Data Extraction by Xtracta screen.