Viridem glossary: AP automation and DMS

API stands for Application Programming Interface. It is a set of defined rules that enable different applications to communicate with each other.

An assignation is a definition of one or more people responsible for a given step in a workflow. The assignation can be set for one user, multiple users, or a user group with or without conditions.

A global field positioned to read information about the document.

Selecting multiple actions to perform a batch action (navigating between documents in the work cart, performing transitions, writing comments, collecting data, having access to grouped documents and group processing). Batch processing does not transition batches on documents.

A company is a database (DB). Companies are defined according to the types of projects in Viridem and not by the number of companies internal to the client (e.g., accounting, HR, legal, etc.).

A module that converts different values to a standard value.

The term division in Viridem can correspond to a site, a branch, or a division of a company.

The form is a configuration screen to be completed by the user for a defined item. For example, configuring a vendor in the purchase order module is a form.

Field required to add to the tables of a template to read and contain the information in the columns of the tables in the document.

Global fields are the data entities for Viridem. Each piece of information collected or uploaded to a document is automatically associated with a global field. There are several types: text, numerical, date, monetary, URL, barcode and checkbox.

A formula calculates values using the contents of global fields or fixed values. Operators: addition, subtraction, multiplication and division. Functions are also available, for example If, Contains or Concatenate. A global formula can be attached to multiple templates; a standard formula is attached to a single template.

Documents are dynamically grouped according to one or two common variables between documents, such as packing slips and order numbers: the same global field with the same value on several types of documents.

A link between a list of data (type: the invoice number on an account statement) and an invoice according to defined criteria. Grouped processing is used to group a list of documents (invoices) with another list (account statements).

A group of templates is the equivalent of grouped documents. See the term Grouped documents.

A field that differentiates one document from another by its identifiers. It is possible to have several identifiers on the same template by choosing the OR or AND options. An identifier is associated with a template.

The index is the structure for scheduling and sorting documents in Viridem's database. It is mainly used for a simple search (full-text search in documents), and it allows you to get results quickly.

The label is also called a position marker in a global field. The position marker is used to reference a mobile field on a document.

Lightweight Directory Access Protocol. The LDAP protocol manages email access and allows you to recognize a user.

Documents linked manually or natively, that come from the same email or the same document according to the configurations. Linked documents also include external attachments.

The marker corresponds to the label in a global field.

Reference data entered manually and used for a program or workflow. Metadata is not on the template itself; it must be created. Metadata fields are used to add attributes to documents.

A module may refer to either a third-party system (ERP, financial or accounting) or an optional module (Purchase Order, Expense Account). Modules, specifically the programs contained in a module, allow actions to be performed on the document or to a third-party application at the time of workflow transition (import purchase order values, create a vendor invoice, send an email, calculate differences between global fields, create and fill PDF forms).

Optical Character Recognition. Character detection on a document in PDF image format only. If the document is scanned with a scanner configured to do OCR, Viridem will work with the OCR already applied to the document.

PDF forms are a type of PDF format that allows the user to edit their content directly in the document.

A program is used to automate queries in the workflow and serve as a transition at specific points in a workflow. See the term Module.

A role is attached to a user for a defined database (company). The role assigned to a user will define their access to Viridem. Examples of roles include: Reader (non-contributor, a reader cannot edit or approve documents), User, Administrator, System Administrator (a member of the client's IT team) and Super admin.

The template is like an acetate on which areas are drawn that determine the important data or information (global fields) to be detected. The created zones indicate to Viridem the position of the data to be read by the OCR. Viridem can then send the desired information to your third-party system (accounting or financial software) and apply the processes established in the workflow.

The unique key is the character associated with one or more global fields on the template to define its uniqueness. Viridem validates the unique key to create or version incoming documents. For example, on an invoice, the unique key is the invoice number.

A path that the document must follow according to the needs or tasks to be accomplished (reception, correction, approval, etc.) before being archived.

Automated check that compares the supplier invoice to the purchase order (quantities and prices) before authorizing payment.

Check that compares the invoice, the purchase order and the receipt (goods received) before authorizing payment, the benchmark in accounts payable automation.

The shift from paper to digital for invoices and administrative documents, the foundation of accounts payable automation and document management.

US law allowing American authorities to access data held by US providers, even abroad, hence the value of Canadian hosting (Canadian privacy law).

Replacing manual supplier-invoice processing with software that captures, extracts, validates, matches, routes for approval and records invoices in the ERP, with no re-keying.

The document a supplier uses to request payment for goods or services. The starting point of the accounts payable process.

A purchasing document issued to a supplier, used as the reference for invoice matching.

Enterprise resource planning software (accounting, purchasing, inventory). Viridem connects to it to record invoices and journal entries.

Canada's personal-information protection law; governs data hosting and governance.

Canadian federal Goods and Services Tax and Quebec Sales Tax, automatically extracted and split on every invoice for input tax credits (ITCs).

A rebate a supplier grants for payment before the due date; automation helps capture it by speeding up approvals.

An invoice handled end to end with no manual intervention (touchless), thanks to automatic extraction and matching.

An online space where suppliers submit and track their invoices, cutting emails and follow-ups.

A system for filing, searching and securely archiving administrative documents.

Automated exchange of business documents (invoices, purchase orders) between systems, paperless.