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Overview
Sculpture Hospitality’s Inventory platform integrates directly with Zero-Paper to receive invoices digitally, directly into the system for a fee, when scanned or emailed into our partner. Zero-Paper uses optical character recognition to scan invoices and deliver them directly to your client.
Website: http://zero-paper.com/
Portal Login: http://zero-paper.com/Identity/Account/Login
Pricing Sheet: Download Here
New User Sign-Up
Visit the site at zero-paper.com and fill in the contact form or email admin@zero-paper.com with the following information:
1.*Email of the master account (the email account to be billed to (required)
2.*List of any additional email addresses that will be sent for this account (required)
3.*First Name, Last Name (required)
4. Phone number (optional)
5. Address (optional)
6.*Country (required)
7. Company Name (optional)
8. Currency you would like your invoice displayed in (defaults to USD (optional)
Once registered send invoices for approved vendors by emailing ocruser@zero-paper.com
To submit a new vendor for approval and mapping send sample invoices including any credit memo examples to tech@zero-paper.com
IMPORTANT NOTE
Zero-Paper currently works best with direct downloads of PDF copies of an invoice. Photos or secondary scans of documents can cause complications.
Support Procedures
All Support Issues related to the following list should be sent to support@sculpturehospitality.com IF…
• Missing OCR Button / Feature
• Missing Email transmissions to Zero-Paper
• System Vendor Mapping to Customer Number for Vendors
• Purchase Item Mapping to OCR Data
• Non-Inventory Items
• Invoice Download Config
All General Inquiries related to the following list should be sent to admin@zero-paper.com IF…
• Prerequisite requirements, invoice markup questions
• Zero-Paper Accounts
• Billing
• Vendor Configurations
All Technical Support Issues related to the following list should be sent to tech@zero-paper.com IF…
• Any data transmission issue to a connected/working client
• Existing Vendor/Template adjustments and corrections
• Invoice Total Calculations of any sort
• Invoice Property/field calculations of any sort
• Error Processing File Notices (rejection email)
• Any issue outside of the accessible SHH Product/Service
Video Guides
Quick Intro Video by Ian Foster
Ian Foster has recorded a very quick introduction video on the steps to use the OCR.
Detailed information on the use of this system can be found below this video.
STEP 1: Configure 2020 with OCR Vendors & Customer Numbers
You may receive an email from our support@sculpturehospitality.com account, stating that the invoice you sent up is for a customer that is not recognized by the OCR system and therefore will need to configure the client number with the relevant Vendor and client of interest. The email you may receive is as shown below.
Invoice was received but I could not find the customer number registered in 2020. To map customer please log into 2020 and use Invoice Download Config page. Thank you
FileName=XXX.pdf
A) Click PURCHASES > INVOICE DOWNLOAD (Note, the invoice download button will not be in place unless you have requested access to the OCR system as noted in step 1).
B) Import invoices & Credits for a client and via the INVOICE DOWNLOAD screen.
C) Click VIEW/EDIT INVOICE DOWNLOAD CONFIG and map the OCR vendors list with the vendors you have in 2020 (i.e. Coca-Cola in the OCR should be linked with Coca-Cola in 2020).
The vendors listed are the vendors Zero-Paper has set up for use with the OCR tool (and only those vendors listed).
D) Enter the vendors referring customer number to a vendor of interest (i.e. Coca-Cola invoice is for client ABC. In 2020, your client ABC is selected and has a 2020 client ID of 12345, therefore, next to Coca-Cola in the Customer Number for Mapped OCR Vendors section, enter the client ID number).
Once the above has been done, you can review the processed invoice information to map the processed product to items that exist in your 2020 account.
STEP 2: Submit Invoice to OCR for Processing
Prerequisite: The vendor you are submitting MUST exist as a setup vendor in your account. If the vendor you wish to submit, does not exist in your vendor list, set them up first via Purchases > Vendor Setup.
A) Simply send an email to ocruser@zero-paper.com with the invoice/credit note attached.
B) Wait three mins then log into your Bevinco2020.com account.
STEP 3: Map Importable Purchases with your 2020 Items
Prerequisite: You have submitted an invoice/credit note for processing to ocruser@zero-paper.com, allow a few moments for the invoice to be processed by the Zero-Paper system and show up in 2020 for import use
- Log into the 2020 system and select the client and audit date range the “to be” imported purchases belong to.
- Click PURCHASES > INVOICE DOWNLOAD as the processed invoice/credit data should be seen.
- Click the REVIEW button within the invoice/credit of interest (as we need to map importable items with your items in 2020).
Closing Statement and Procedural Tips
Our first and most experienced OCR user, Gareth Hollows, has provided a wealth of video from the various training sessions he has provided to franchisees in his region, now also using the OCR. Kindly review the various video clips below for some procedural tips and information from one of our OCR pioneers.
Procedural Tips
User Comments and Closing Statements
Full Training Webinar
Gareth Hollows has been kind enough to share a detailed training session he gave to another NZ franchisee. This video recording will be very useful for anyone that has grasped the initial use steps and processes explained above.
Vendor Template Creation
Identify your Most Used Vendor: We would like to start by focusing on your most popular vendor via getting a group of invoices and credit examples from you (in PDF format).
Instructions to Provide: Kindly provide a legend for both invoice and credit examples, with your markings identifying some vital information for import use. Kindly package the various invoice and credit examples into a ZIP file and with several examples of each from a selected vendor and include a “legend” for both (invoices and credits). Note, Multipage examples would be most helpful as well.
Email the Package to Zero-Paper: Send the ZIP folder, with your contained invoices and credit examples along with the requested legends for each vendor.
As pictured to the right, this user has marked up a purchase invoice, highlighting the various “header” fields we can map, with the invoice fields available. Kindly highlight the following fields of interest.
- Invoice Number (1)
- Invoice Date (2)
- Customer Name (3)
- Customer Number (4)
- Total Sales Before Tax (5)
- Total Tax (6)
- Alternative Customer Number (Optional)
- Alternative Customer Name (Optional)
- Total Delivery (Optional)
- Due Date (Optional)
In addition, the administrative information needing be captured, we will need to capture the tabled information via your highlighting the following for our use.
- Item_No = the numeric code for product (7)
- Description = self-explanatory (8)
- Unit_Qty = unit delivered (9)
- PurchasedUnitOfMeasure = CS/BX/PK/KG/LB…etc (10)
- extPrice = final line total price (11)
Simply define what you require to have mapped using the points of reference above when creating your legend.
Not seen In the example but might be relevant to include…
- Unit Discount or Total Line Discount
- Unit Deposit or Total Line Deposit
- Unit Delivery or Total Line Delivery
- Unit Tax or Total Line Tax
- Unit Misc. Adjustment or Total Line Misc. Adjustment
F.A.Q.
Will I be charged for duplicated invoices or re-processing of the same invoice?
- There will be no additional charges for duplicated or reprocessed invoices as they will replace the original invoice, mapped by the Invoice ID and Vendor.
Can I be billed on what I use and import, not what is processed?
- A small development will need to occur on the SHH side which would allow Zero Paper to see what is actually imported as they only see what is processed and sent over.
- Technology will build a validation tool that allows Zero Paper to see Processed vs. Actually Imported.
Can we be warned of Changes, Updates, and Maintenances as well as enhancements?
- Any changes that will affect the system as a whole will be communicated prior to release. All codes changes will be tested on a Beta server and then deployed on the live server during a timeframe of little-to-no traffic.
- Additionally, there are a number of automated messages put in place, and they will be expanded upon for any errors or issues.
Am I charged for Inactive / Old / Previous clients that I am still receiving invoices from?
- A small development will need to occur on the SHH side which allows Zero Paper to see and qualify a client as “Active” or “Inactive”. The logic it will follow is a SHH client with 2 months of processed invoices that are not imported will be identified as inactive.
- This is also resolved through the logic of being billed only for what is used, not for what is processed.
What Assurances do I get as a paying customer?
- You will not be charged for anything you do not use or did not receive. The developments to allow transparency for Zero Paper to see what is used vs. processed will assist in determining timestamps of receipt and use.
- Additional safeguards will be put in place to alert of errors and/or issues and additional support staff is being put in place to assist for faster return time.
What Happens After I Send all my vendor information to Zero-Paper?
- Zero-Paper will work, one vendor at a time, to map the examples provided and will then ask you to test what has been set up.
How Long will Mapping My Vendors Take?
- Patience will be required to ensure we are not rushing this important process however you will be kept “in the know” via emailed communication and follow-ups.