CA2367083A1 - A method for computer controlled distribution of information over a number of different communication systems and a system for the accomplishment of the method - Google Patents
A method for computer controlled distribution of information over a number of different communication systems and a system for the accomplishment of the method Download PDFInfo
- Publication number
- CA2367083A1 CA2367083A1 CA002367083A CA2367083A CA2367083A1 CA 2367083 A1 CA2367083 A1 CA 2367083A1 CA 002367083 A CA002367083 A CA 002367083A CA 2367083 A CA2367083 A CA 2367083A CA 2367083 A1 CA2367083 A1 CA 2367083A1
- Authority
- CA
- Canada
- Prior art keywords
- data
- address
- unit
- electronic
- information
- Prior art date
- Legal status (The legal status is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the status listed.)
- Abandoned
Links
- 238000000034 method Methods 0.000 title claims abstract description 43
- 238000009826 distribution Methods 0.000 title claims abstract description 42
- 238000004891 communication Methods 0.000 title claims abstract description 31
- 230000005540 biological transmission Effects 0.000 claims abstract description 15
- 238000004458 analytical method Methods 0.000 claims description 5
- 230000003213 activating effect Effects 0.000 claims 1
- 238000004519 manufacturing process Methods 0.000 abstract description 10
- 230000004913 activation Effects 0.000 abstract description 7
- 238000007639 printing Methods 0.000 abstract description 6
- 230000006870 function Effects 0.000 description 21
- 238000012545 processing Methods 0.000 description 17
- 230000008569 process Effects 0.000 description 11
- 230000000694 effects Effects 0.000 description 7
- 230000008901 benefit Effects 0.000 description 6
- 238000012384 transportation and delivery Methods 0.000 description 6
- 230000009471 action Effects 0.000 description 5
- 238000003860 storage Methods 0.000 description 4
- 230000008859 change Effects 0.000 description 3
- 238000004590 computer program Methods 0.000 description 3
- 238000012790 confirmation Methods 0.000 description 3
- 238000010586 diagram Methods 0.000 description 3
- 238000007726 management method Methods 0.000 description 3
- 239000000463 material Substances 0.000 description 3
- 239000002253 acid Substances 0.000 description 1
- 230000002411 adverse Effects 0.000 description 1
- 238000013500 data storage Methods 0.000 description 1
- 238000005516 engineering process Methods 0.000 description 1
- 239000013072 incoming material Substances 0.000 description 1
- 238000009434 installation Methods 0.000 description 1
- 230000003993 interaction Effects 0.000 description 1
- 230000006386 memory function Effects 0.000 description 1
- 239000002674 ointment Substances 0.000 description 1
- 230000008520 organization Effects 0.000 description 1
- 230000008521 reorganization Effects 0.000 description 1
- 238000012549 training Methods 0.000 description 1
Classifications
-
- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
- G06Q50/00—Information and communication technology [ICT] specially adapted for implementation of business processes of specific business sectors, e.g. utilities or tourism
-
- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
- G06Q10/00—Administration; Management
- G06Q10/10—Office automation; Time management
Landscapes
- Business, Economics & Management (AREA)
- Engineering & Computer Science (AREA)
- Human Resources & Organizations (AREA)
- Strategic Management (AREA)
- Tourism & Hospitality (AREA)
- General Business, Economics & Management (AREA)
- Economics (AREA)
- Marketing (AREA)
- Theoretical Computer Science (AREA)
- Entrepreneurship & Innovation (AREA)
- General Physics & Mathematics (AREA)
- Physics & Mathematics (AREA)
- Quality & Reliability (AREA)
- Data Mining & Analysis (AREA)
- Operations Research (AREA)
- Health & Medical Sciences (AREA)
- General Health & Medical Sciences (AREA)
- Primary Health Care (AREA)
- Information Transfer Between Computers (AREA)
- Computer And Data Communications (AREA)
- Management, Administration, Business Operations System, And Electronic Commerce (AREA)
Abstract
Method and system for computer-controlled distribution of information via a number of different communication systems from a computer-based sender system (1) within a correspondence system arranged for the production of electronic data for the control of a number of printers (8). A control unit (9) is arranged in the respective transmission line for the above-mentioned electronic data to the printer (8). Upon activation the control unit receives this data intended for the printer and transfers it to a database (2) arranged for the purpose during a break in the transmission to the printer (8). The database is provided with a comprehensive directory (16) of addresses including electronic addresses where available and on the basis of the relevant recipient identification transmitted from the sender system (1) via the control unit (9) obtains an adequate electronic address in the directory if such address is available, after which the information is transmitted to the address in question via electronic distribution. For recipient identification transmitted to the database for which an electronic address cannot be obtained, the above-mentioned data is transmitted to the respective printer (8) for the printing out of documents which can be sent by post.
Description
Ofi-04-20p1.°' . ~P009~~239.0 and .PCT/S~OOI00565 =pESC :.~,ML~~ n i,. 46 . FAg: 0917118555 EPO ~INCHEN ~~,.~,~..e,~:
~,:: ~ a .;a;ri.. , . ; x _. .a_... _. ~_ ~, . _ . ~ . _.~~;~ .. .' -t .~~ . . " . :.. ~ .
. . . . , . n . .
, , ~. ~' ~ : CA 02367083 2001-09-21 .~ .
- ' ~ ~~ ~ 111433. /2001--04-04 ' ~
'.~ . TITLE:
.,.. ..
_~ . relates to a :method.; .for computer--:;; This ~ invent~.on~.
~; .
' ~
, ' : _.:,... . .
.: . . ~ . ., .:
~''";~: ..., . . , ,a , controlled distribution of ~ information '.,.via s number of .' ' y ~ ~', different alternative communication systems and system ~v:5v' 'for the application of the method. , , . . , .-., . . .
;
;
.:~, ..
, '' TECT~NZCAL FIELD:
.;, ' ;;
~':~:.
. .
' - ~ This ,invention relates to~ a method for. computer-;:. . .
.
~,lo , ..
: a. controlled distribution of information via a number of , ~ ., . . .. , ' . : . . , . ~ . . ... .: " . . ' '., '. ji, ;: different; alternative communication : ~~systems "and system . ;..v~'a w ' ~ ~ . for the application. of the method.
w -~ CURRENT TECHNOLOGY:
:1'S'' ~ ~FOr the transmission of document information between n . ,. 5 ..' different parties such as between different companies.
;.
, .. ,'...or ~ between companies and private , individuals, there are ,~,;;y .. . . . .
. .
N r.
_: ~s; , . . .
~..~' ' .
~'x'';.i; ,'~principally~ two:~~~distribution s~ystems~~.available, . namely . , . ; ~~ via ~ ~ letter posh and via electronic ~ document ~ ~ . :';
~;':
~,:: ~ a .;a;ri.. , . ; x _. .a_... _. ~_ ~, . _ . ~ . _.~~;~ .. .' -t .~~ . . " . :.. ~ .
. . . . , . n . .
, , ~. ~' ~ : CA 02367083 2001-09-21 .~ .
- ' ~ ~~ ~ 111433. /2001--04-04 ' ~
'.~ . TITLE:
.,.. ..
_~ . relates to a :method.; .for computer--:;; This ~ invent~.on~.
~; .
' ~
, ' : _.:,... . .
.: . . ~ . ., .:
~''";~: ..., . . , ,a , controlled distribution of ~ information '.,.via s number of .' ' y ~ ~', different alternative communication systems and system ~v:5v' 'for the application of the method. , , . . , .-., . . .
;
;
.:~, ..
, '' TECT~NZCAL FIELD:
.;, ' ;;
~':~:.
. .
' - ~ This ,invention relates to~ a method for. computer-;:. . .
.
~,lo , ..
: a. controlled distribution of information via a number of , ~ ., . . .. , ' . : . . , . ~ . . ... .: " . . ' '., '. ji, ;: different; alternative communication : ~~systems "and system . ;..v~'a w ' ~ ~ . for the application. of the method.
w -~ CURRENT TECHNOLOGY:
:1'S'' ~ ~FOr the transmission of document information between n . ,. 5 ..' different parties such as between different companies.
;.
, .. ,'...or ~ between companies and private , individuals, there are ,~,;;y .. . . . .
. .
N r.
_: ~s; , . . .
~..~' ' .
~'x'';.i; ,'~principally~ two:~~~distribution s~ystems~~.available, . namely . , . ; ~~ via ~ ~ letter posh and via electronic ~ document ~ ~ . :';
~;':
2.0 ;.transmission such as via fax or e-mail. Particularly .
' ~ ~ ~ ~ ~with~.n the business community there is - a desire tv ;'s'a-~.r.
-~.. :..
,.
.
, ' 'limit the use of letter post as much as possible as ' it , ~~ ~.', ~
' w . .
results in extensive paper handling'and consumption of ' :, c .
. -;,._.~;;.Y:paper, : not only ~ _for documents ~~.,. but also for envelopes.
, , , ,1.
.
.
~
, j .; ~ 25ty y ~At v the ; same tiniev postal charges ~~are ,high and the postal . ~ .~ :service . relatively slow and sometimes rather ;, unreliable. 8y the use of fax, paper handling is ,~~,;.~~ . reduced and the information reaches the recipient very ~
" ~ ~. <~.~y'quickly. Tn addition the sender can obtain confirmation v~v ' :_30 ~ that the information has arrived. E-mail offers even greater benefits. To a certain extent the transmission i: ' ~ '' ' .
. . ,: ~;
: . . ...
. .
._ . .
'~~ri;;
~~ ~ '~
' '~
~~
~
of ' infor ti t ' vs~
_ ., ' ma ; on ~ can, take place completely ~ without the .
~
~' , ~' ~
~;w use of paper; i~f the information is written, to computer w ':~ memory on the premises of the sender and transferred 3~5:. ~and read off on the recipient's computer monitor, ' 'enabli.ng the recipient to decide whether the message is ;: ; .
to be stored electronically, on paper, or not stored at ' all. An advantage unique to e-mail is that the ' .'y. . . . n .
' ' ' ~ ~ . . . .
1 " . ~ .
' .
=f ._ ' ~ ' Printeci':09-04-2001 . ~ ' . AM'~l~lDfD S~EE~. ..
~6 04 ~00~ x:47. FAg 8917119555 ~P0092'f~.3~ 0 d 13C~/~E00/00~r65; gp0 g~ICIiEN DESGPAMD :' ,~><v, u.."-,. sb z 4.,..~. . . ~..t , ~,~. > _ , , ... , , , . .., , . ,., _ . ..... _ ., . ,. >, ,., ~ CA 02367083 2001-09-21 ', w_ ,..>,.... . , ~.
..
- ; . _ -. ~;: ~ ;. , ~ . . ; , . r. . ;
electronically-stored' information can be 'used by both the sender and the recipient for editing, for :w . ~transferring completely or in part to a store or to :working files so that it can be used for data '5 processing .
., . ' ' ;~.~;: ;'';In''spite of . the ,'fact that electronic' communication has ' j~ ~~. , . . . . . : . , . ~ . : ; ;
,. ~' '. many considerable ~ advantages ~ compared to v letter post, .' ' ~ the' latter is still used to a great extent, ' particularly for private mail as.is to be expected but . ~
.'. ;also for outgoing mail from companies which, however.
. ,.
usually have the equipment available for electronic communication.
~. , . . .
"i3,..~ .. ~ .. 'j ', . ~1'S' ~ '.. From US-A-5- 513. 12 6 (Harkins et al ) ' is know an network using electronic communication channels, the network '. '~.being provided'to change the information transmitted "''. from a sender to a communication profile established by .' -,~~ahe recipient. The invention presuppose that the sender and the recipient are subscribers of the network~and ' r~ - ~ ~ ..:'u;:~~being . equipped with devices for . electronic.
,. =c,~; ~ :,~. . .; ; .. ,, , , . . > .
r '" ~. communications . ~ The' invention has. no relevance to a ..' .providing a facilitating to parties using .
_ ..~.,, correspondence by mail to change to electronic ' . _25 ;-:communication.
._ .
;. , t . ,. , '.There are several reasons for electronic communication :., d,; . , . .:'<<~,';vb~eing ; ,used to; ; a . limited extent ~in spite of the :'. ~~equipment being available. There will probably always ., 30 be documents which are only suitable for physical ' ' .~y ~. conveyance, in particular .original material such as . .' vs~.gned legal documents and also ~rnaterial with a Large volume, such as books and other extensive printed . .
material. pne reason which should, however, be able to . . 35'.~be largely eliminated is the uncertainly on the part of ;. .; the sender as ~ to whether the recipient has the :, . facilities to receive and handle' electronically ,' ' . 'r ' .transmitted information and if so by what means and to Printecl:09-~~-2001- AMEtdU~D S!'tEEF .. .
06-.04 200 ° . ,'EP0092~~239 fl:and PCTISEOOfOtl565DESCF'A:MD'..
~ . 47 FAg 017119555 - ~,~ , EPO 3I~NCHEN
,.... . ~.~ _.u , a i,>. , » ",.. . ,-',:.Srsb..F...o ,r.~Fr , , :. t.t c,.
... _ ....., ... ..,.. . ,~. . . . . .., . _ _ " CA 02367083 2001-0'9-21~
' ..r,; .., ;' : . , _ i , y ,°.;'what ~ addres s . : On ~ the other hand ~ practa..cally every . 'imaginable contact has a known postal address, which ,. ~ . means that the postal service is used as a necessity ~a.' for much correspondence. For example, authorities and . ~~;5.~~institutions such as banks regularly use the postal services for messages, injunctions, transaction ;~,. _, confirmations, account communications and in particular .,..
. .~w'~; ' for :. invoices . In spite of all. its .advantages, the . ~ relatively widespread use of electronic communication .. 10. is limited to~ messages between companies and other 'i parties between which there is close interaction and a v. ; ~ ' frequent exchange of information.
It is therefore the case that within companies, ' . , ji . . , . i .1~5'c'~;institutions and authorities great' gains could be made '.~ if the postal service was to be replaced ~by electronic communication whenever it was possible to do so. The ~vs..~ gains would not just lie in the actual service being ~~rationalized and having the least possible manual -~ 2o involvement but also in the information being able to be produced by the sender. in a considerably more ' .~:.,_I....., .'. . . , , . :.rational way .than when using the: postal service and in . '~'.~~~'.particular in the fact that it would be able to be used .
,' .t-~~ by the recipient directly as an input for further 25., processing and storage whereas paper documents must 'often be transferred manually into a digital form before they can be worked on. ,This is particularly ... , marked where accounting is concerned, as most companies ~,' . . -~: .
~ ' :"~': ~'~.today do their . .; bvakkeeping,':v~, ledger. ~;, entries and 30~~y financial reports by means of data processing using . computers. zt is therefore necessary for_ paper ,.
,.'documents such as invoices, bank statements, etc, to be centered manually in order to be integrated in the data .., t processing.
r , '- DESCRIPTION OF THE TNVENTION:
', This invention concerns a method for computer-controlled selection of distribution paths for Printed:09-(34-20,01 _ AME~tD~D SI-i'EE~
~t76 ~4-2001~a:47 FAZ 017119555 . EP0~92'1239 0 aid PCTJSE~0100566<
UES~PAMD:::
EPO M~NCHEN
. _ . 5 . ~ ~ . . _~ ~
w ~ L . v_ ~..~ w . , tr ,: .. .
. .. _ ., .. .. . .,<; ._ . .. ... .., Y~
'ji . .,. . i. - , . r . .
1., . ~.-.
';
i . .. - ' _ ~ ~ ' ' ' ' ' , . . _ q _ .
. .1 r.
. _.- w~, "information of various' kinds produced on the premises ,:of a sender in such a way that the best available - ' , ww distribution path is selected. . The invention also ,. ~ concerns a communication and process-5y5teIN for the .u . . , . , , .
. ,:5'~:: .. :implementation..of the method. ~ ;.~ ... , . y : ' . ::-;' ; .. .
The intended information is produced :Ln data form on ' 1:
- ~ the premises of the sendex' and transferred to a :
l i.. . .
. .. .
-.. "distribution exchange", which independently analyses ' . ~ :~10 the information with respect to the reception address :
v : - ~, and type, and on the basis of the' analysis selects the ..
:
.~. ~ ,.
.
.
':;v-.y.~k;r.r-vbest conanunication.
path ~ to~
be-;; us~ed'~.~and .thereafter is ~
~
~
. a,;l: . -_ w~'w ~ :'. : : : .
y.: .vresponsible for ~ the distribution. The ~ method and the w~: :system for its-implementation create many opportunities .
~15;: yboth on the premises of the sender and recipient for :
.:1.
. ... ;high-level rationalization of the -productions and .1 y - y further prvcessing.of the information.
~~:.ir~: =Another. importaizt advantage of thewinvention as that it a:
. ., , . , . . . ... .
j ' ' - ~2 'provides v a high Level of security against , incorrect 0-~
processing of the data, both on the premises of the .'' : sender and of the recipient. Similarly, high security ,' ~~~ ~ , is achieved against incorrect addressing and against ~
':~ ,'' siphoning off of information to unauthorized parties.
-- '25 . , ~~ ~ ~ ~ :An~, add~.tional and i;l;,;i~~=. very important:~adventage is that the . ..
. _ ''w : ='v;;l.'. ..
i. :system~. .can be .introduced and utilized ~ ori~ the premises ' : . ! .~ of the user without requiring any extensive 1 - . v .
>~ installation work, and much of the work in the form of ~
' . , : ~ . centering basic data, utilizing new computer programs ~
~30.
;-:'_~~E~ and training of personnel can be eliminated by use of ..
the method and system.according to'the invention.
;; :.. ,: y . , _: i. .
~ j ~
~ ' = .
~:
: . , :
;:. , : S ; , .
.'-'-,~ ~ :
.
DESCRIPTION OF.2HE FIGURES: ~ ~ . ;
' ' . 35 In the following the method and system according to the . I, invention will be described with reference to the . ~ .'.-;' attached drawings which show the system diagrammatically.
P;rmted ' ~ , ~~~~E~' S(-~'~:~
~ fir;
, . . ... ; .. . , : ,;
~:Ub U4 2(3U~ a;: a~ ' FAg 011119555 ~~~Q9212_3_9 D.and -PCTlSE00/005fi5 DESCPAMD-~
r,f : EPO MONCHEN
_ia"_~ _- ,~ ,~ . . ~ . . .;~;iw ,,y~_ p:v='i - ~..~ zvi~a -< . .eY~ .." - a .
w >.,,.. ,w .. ~ ,...., ._ ... ., . . . ,.
i ~- ' ' . CA 02367083 2001-09-21~~
- .
.. . . Figure 1 shows a block diagram of the_system regarding ~' .
,, , .
. . ; its function for production hand ,distribution , . of information on the v '. ~ . ' premises of the sendez~~
and .
Figure 2 shows a corresponding block diagram regarding .
.. ~~~~~
..
. the function of the system for the reception F '..
~
: of information.
..
,y. :, ' .l v '.' 1 O;i~y PREFERRED EMBObTMENTS
' i .. .
' , -~ .
- ' .
' following - .- the method and ,v' system are described in ;~v ~..vln the :. ' ~. a mode of application azmed initially for accounting _;::: ' ;"information with associated correspondence within a :.,....company or institution. Below are listed the most ~
:..
15 important processes and the documents associated with these within such accounting.
v -,.,: , . . ; , . , . ,. .;
:. : . ~.
:.- ; , n;
..
:: _., . .
.
. .
.
:
; ,:
z.
.
,. - , . The debiting procedure '. ' '~ . 1. - Production of basic debiting data on the basis of recorded deliveries, work carried i ' ' ' .
y.a.
. '' . . out; etc -~
~
~ 2 . Determination of debiting data " . ' -;: ;
:
. a) addressee .
~~ -';:'- ~,:~~a:.::b).~ specification ' ' :;. ' . - .1 ..
' .
- ~
.
, -. .
- . ;:25;v: '::'. .
. . , ~.
. v c) r amount ., , --. . ; . ~ .~ d) terms ' .
.
. : . , ' .. Internal recording of debiting data for the . ~ .
. 3 .
', . - . - . ; drawing up of w a) ledgers ~:30 b) payment follow-up :' ._,,.,~~.~. ~ c) financial reportin - ~ g ' ' ~
-.;I a ~.,;: :....
Production of invoices ~i.n they farm determined by the method of distribution (see 5 below) ' y . ~ 5. Distribution of invoices in accordance with .,. . .
any of the methods:
a) the postal services b) by fax ' a . ~ ~ -..,;;' : .. , ~ .
r,I,.:' -' :~ .
, , A~EN~~
'~nteda39 04 2001.
.. ... . . .. ~FET ,~W, 06 04 ~QOi:~, =~P0~9_2a~3~ Q ,end PCTISEQO/OQ565 ~ ~DESCPAMD:
~~.,~e.d_.R~._..~.~,_ . x,.47 FAX 03171195SS :~.~<.~_. : w,_~w:~~~~~.x ~a..~.~. .~ ..._; b~ EPO ~1NCHEN ;.,:.. . ......
' ~ xCA 02367083~~~2001-09-21 ) - ~ - . . .
, t .
i~
, . . . ~
.:~.y...: .
I . .
I , .
. c) by e-mail via printer on the premises of the recipient d) direct electronic transmission of data .
to the data system on the premises of ' . '5 the recipient in accordance with the agreed addressing y~ ' II: ~ ~ reception process The w ' : . Arrival of invoice/invoicing data via:
1:
. ' a) the postal services TO , b) fax ' ' . C) e-mail via printer .,~ : d) direct input of data into the recipient's datasystem in accordance ;',y"e v : '_ : . with the agreed addressing ~ . , .
15'~ ~ ~ 2. Sorting of correspondence by content such as:
. .. a) payment instructions, for example w invoices, demands for fees ' . ~ s~
'. . ~': . b) reporting of financial data concerning ' payments made, payments received 20 balances, etc . c) other finance--related correspondence, .. ,~, ~
'. . .
' . . fox example queries concerning invoices issued, requests for quotes, orders, messages concerning payment difficulties 25 ,. d) correspondence not related to finances which is to result in action, for example injunctions-and demands from the authorities or other, correspondence with ..~, Nor '. : , . _ ~w ' i ~
... . _ w . ~ ~ a fixed reply deadline ' ..
30 ~ e) correspondence not related to finances, ,: of a general and informative nature 3. Internal distribution of incoming correspondence in accordance with its . classification (II.2 a-e) ' 35:,~. Classification in accordance with (2) ' . y . ~ a, b) To be recorded as financial data in the internal accounting systemwhich .~is assumed to be computer-based Prmted:09-04 pMtNE'~D S1'~~T.
20>~~
, X06=04=2001:: . : EPOQ92 ~ 239:0. and' PCTIS~00/00565. DESCPAM D
~.~~ .~~, ...~~~ ..rpM a,: . 47 FAg 0317119555 : _~, , ,~~.~ y~, ; ,__ f. ~
...._ .. ° .a.~~.. _._ _ ~.. ~~ , . M ~ : EPO M~NCHEN . . ..., ' CA 02367083 2001-09-21 N ' t a, . , . . .
.' . ~ c) to be distributed internally to the department/person responsible for the sector to which the matter is related . .,;~ : . d) the deadline is ; to be noted and the .5'. . .. ~ ~ ~ ~~ communication is 'to be. distributed tv . ~ . the responsible party within the sector w to which the action refers ,: .v ~' ' e) messages with possible relevance to the . current business activity are to be 10. distributed to the departments/persons concerned. for information and possible ;; ; ~ : ; : ~ . ~ . . ~ action . ~ .. ,; . . . . , , '. .. As can be seen, after sorting, the finance-reJ.ated 15' '~ correspondence (Za, b) can be recorded in the w ~ recipient's computer-based accounting system and .,. results in relatively little. manual processing.
. Other correspondence (2c, d, e) can not be ~' ~~;.: .. , . . .
y ' . . . rationalized to the same extent, but practically 20 . ~ always requires personal consideration and action.
.. : However, computer-based tools such as, checking and ~~ ' memory functions, word-processing, etc, can be ., ; .
used.
2S : . .III. Processes brought about ~ by the incoming .~r~, ... . , i . .
'w.'~ ~ , .correspondence ~ ~ ' ~ .
~- 1. Payment processes, which after the arrival of the invoice or other payment demand has been .. ~ recorded in a computer-based accounting . 30~ ' system can be paid automatically via a bank, ' bank giro or postal giro by means of correct . , . programming .
. . .., : , : : , ,, ,, 2.' Financial reporting~wwhich for a well developed computer-based accounting system 35 can be produced by means of a suitable computer program.
3. Following up of financial reports after examination. Can result in the redistribution Prinfed:09-04 2001 . , . . A,~~~~ S~~F ~~ ~ ~ .
flfi-04 2001'x:. ~EP0092~1.239 0 and PC~'1SE00/00565: EPfl ~~~ DESCPAMD .
.47--FAX-0317119555 ;.~ ..ww~~ A~.. _~. : _.., N: w ..-... > .__.~_ _ .. . -.: u_. _ __.
-of funds, taking up or payment of loans, reorganization of certain business activities y; .' ;. ~. . .w and ~ wither measures ;.which , in ! general fall t . . , . .
, y, ,. .
. ' under. the area of responsibility of the ' : .
w ~ '5 manage~mez~t. Computer-based tools can only be .
~
.
, used to a limited extent.
., .
.
~.
' _ :~:: - , 4 . Correspondence riot related to finance.
, . . .
. .
, .
... Financial management controlled by computer :, w~~~ ~
can only be used for certain activities with ' l:Oy; ~ ''. ~ . ~ well-established routines : which are used -' . . : .
.
' .
>:
. . .
. frequently. However, in general there is a . .
_y.'.;
. ~ .
need for computer~based tools.
. ., w . As shown by the above list there are great -~.~15 opportunities tv rationalize the debiting procedure ~(Iy by means of . computer-based data . ;. . ~ , : . .
~ processing,.;
_;ai: ~.: .. , The first . precondition ~ for this it '' ~ ~
~
-;. .
'.:.;.
; .
: . , . , . . ~ ~: ~. . .. . .
, ' that the sender has access to a computer-based -:..
, - ~'' .~ accounting system and computer programs for the ,- . ~20' .. requisite processes. This is the case for large ,.
' :. . .:,.~!, companies and to an ever increasing extent also , . .
,:
~.
~
. , .
, for smaller companies, and is always the case for .
. .
. ,. : :
companies and institutions with extensive .
- ' - 'v 's::r~;:vv'vfinancial. E ;~ management . tasKs, such' as ~ w banks, :. . .., .,. . ' . ~
~ . ~
5~~~~ . insurance ~
~~~2 companies and .. certain ' authorities.
w However, the distribution (~.5) of invoices and other payment. demands has not been fully . ..~ ~:a .
;. ,;~ rationalized as there is a dependence upon the .;
reception capabilities of the recipient and the .:30 sender's knowledge of these. For received .., ~;.
. y v' ~ "';t;~~,,;'~~.~:~: correspondence (II) there is ': similarly a dependence .:~ . .
, .
, . upon the correspondence medium used by the sender y ' ::w' . ' - ~ and, as mentioned, a sender will often not use the ' :' .., ' . most rational distribution channel due to 3.5 .~ uncertainty regarding the available means of ~
. w distribution. This means of course that the form of the received correspondence is determined by ~v this uncertainty. Tf the distribution takes place . . :, ,.; : . . . ; . .
,Pri nted:09=(34-2001, t~ cry r- y .. ..
~r6=04-200~~ . : EPO(~92~2~9 Q and .E.'~T~SE00/OG?5B5'~ EPO ~rrcaErr -DESCPAMD-r .4T Fna 0317119555 ~ , M ~~~ " , , , , .~ . E . ._.,E_~~~~< , '~_.< t ~,.,«G ~ ~.....::~-~"~._~._z~."~.~.:. ._ . .
..... . .. .. . .....
' CA 02367083 2001-09-21 ~ . ' ':
_ g _ . .
in a less rational way which is not based on electronic methods, this also has an adverse '. .. effect on the opportunities for rationalizing the .' ~ sorting (II.2 ) and also of fects the recording in ' : 5 ~ the computer-based accounting system (II. 3, a and b), so that there must be manual involvement. When recordings in the accounting ~systern has been carried out, the subsequent accounting measures (DI.1, 2) can be carried out rationally if the '; '10 accounting system is designed for this.
. .~.
. .
Accounting within companies and institutions is intrinsically well suited to computer-aided . . ~ ;~: ~:~r.ationalization, which is also shown by the fact that .. ,. , .
15'' ~:~such rationalization has been. ~ introduced relatively .
. ~ quickly _and widely within the financial sector. As can .be seen from the above. the main obstacle to optimal '.~ ;~~ rationalization is tha lack of rationalization of the 'distribution of the finance-related correspondence.
,' 20 Another obstacle particularly related, to, smaller .;:.,companies is a. lack of investment funds and time for '~. the~setting up of a well-developed accounting system.
~ ~ Even though accounting has been mentioned as an area .25 well-suited to the utilization of .the invention, this ~.~w does not exclude there being other areas where repeated routines occur. Examples of such areas are the booking of, tickets and ordering of goods...
:.t ~~~.,~,.; . , . w y ' _ ~ . , ; . ,.
;r 30 . Other sent and received correspondence which is not based on set repeatable routines such as those relating . .:y' to' accounting does not provide the same opportunities . ,'..'fox rationalization but requires a considerable degree of personal decision-taking and action. Here it will 35 largely continue to be necessary .to be satisfied with ,,:
utilizing the available tools in the rationalization process, such as computer-based information systems, computer-based management tools, ete. However, even Pryted 09-04 2(?01,' AME'Np~p c~~
p6 ~J4:~~10~. :b~'0092723~ O:and PC~ISEfl0100585 DESCI?AMD°~=
f n~.. .-~ ~..~.. ~~° ~ 48 FA7C 0317118555 ~ ~ , ,.,.. ~~r , ...... ...
~ ~2 _~: s_ .:-;:~_. aa_ ... .. .. EPO M~TNCHEN _. .. .hn. .
' , CA 02367083 2001-09-21 ' . :. _ y , ..
,. ..
' i ,. here an important rationalization factor can be the :.fact that rational distribution is utili2ed. This is carried out to an ever increasing _ extent by fax and e-. . mail. However, here the restrictions' also apply ' ' ~ _..:;5'~: ~~originating yfrom the fact that.: it; .is ~ not known what . ~ . ~ ~' : ~ ' ,recept~.on options the recipient ~ has, for which reason ,.
the expensive and slow postal services must be used.
'r .
' ; . . . .. ; Tn the following the system according to the invention and the method in connection with this for the implementation of debiting procedures will be . :~~~:~ =~desCribed. Reference is made first :to the block diagram I1~' ~~'. ~ ~ in Figure 1.
r . , '15, This depicts a system comprising three main parts: the ..o . '_. ~ ;sending party's unit 1 (above and to the left of the .,: ~~:~ dotted line in the figure), an external service unit 2 (to the right of the dotted. line), and'the recipient's .~~. .'' ft.N,~;-:unit 3. ,(below 'the .dotted line).:~:~'The unit 1 comprises . ;.
.. . . .
' v ~20~~. ~' one 'or more devices for which the following definitions . . . . .
' 'r~ apply: computer 4'; scanner 5, server 6 including . ' . . :':,. : requisite memory units, accounting system 7, printer 8, ~~control unit 9 for correspondence and its distribution.
;, ~ Within the sender's unit 1 there can,be several of v25 these devices. Some units can be_omitted, while other _.,,,;::_: types , of device for data processing and storage can be ;~ ..~;~ . . . , , . _ ., , . .
'.'';~, ; °~' included.' However, ' it is necessary for ' there to be '.;~':~ ~" . devices for entering electronic data into the control device 9 and at least one printer 8 connected to this.
.3.0~ Concerning the accounting system 7, this can be y: designated as a function within the system and does not :'.. need to be regarded as a separate.ha.rdware device but .;,;_;:'can ~ be integrated into the rest of the data processing w_'.'~~ system~.~ In this~,case the function' ~is ~~to~ comprise the _35 ability to enter financial data, storage and processing . of this and output of the data which, is produced from .~;~~, the entered material by means of the data processing.
Prated 09-04 2~01 . l~tllEt~D SHEET : . 1'0;x' .u~-uq.-~uu7, ~ : 48 FAg 0317119555 tNaQ921~39.0 ~~d PC~ISEOOla05B5.
~~~_,_.~:.~ ; . . . ~~ .~~..:~~~ .;~~.~:~ E,...~.. .~L:, . ~ r o. _ ._.. - Epe MOrrca~ DESCPAM~
. ~ ' . - . : . ' ~ . ' ~ CA 02367083 2001-09-21-~: , .
' ~ . . ' . "..~. - 11 -~~ The service unit 2 can be used by several units 1 on the premises of companies and institutions. The service .:::::.'unit ~is: connected to control dev_ ices in .,the connected ' units via connections 15, which can be cable links or . .
~5 wireless connections and preferably a connection via some available data network.
.. , ;.::,: ~:
..~
i..
.. .. . . 's.:' ..;' . The service unit 2 comprises a data register 16 with an advanced search function for searching and extracting 1;0,:~: -v data. from a large quantity of stored : data . A connection ~ ~ . . ~~ '' e.~ ~ .~ i3evice . 17 is connected to the ~ incoming 'connection '" from the unit 1 and to the data register 16 and also to .
. .. ~'v.' outgoing connections 18, 19 and 20. In addition ~:t is . '~~ ~-'~~~ ~ ; ;assumed that the connection device is, connected to one X15: or more computers 21 with monitors and keyboards for . .t '. _ human interface. ~ .
.v . . . . .' ~ ~ , ' , ;; . -. ..
. .. '~:~ ~ ~ ; : The ~' sender' s unit 1 and the service ~ unit' are designed . , . .,.
. .. , . . : . ~. for communication to a number of recipients, which in :,.' 20.. .the figure are represented by the units 3. These ~:a; ., .. .
., .'':recipient units can have different equipment for the -.,:,:, reception of correspondence. The different reception . ., ' equiprnents . which can occur are ' represented in Figure, 1 ,... .:
. .;. ~ ' w.;;v.::'by the following definitions: incornin_ g- postbox 25 for ' ' ''2~S ; :."postal correspondence, fax machine ~26,v printer 27 a.
' : ' , f . . : . connected to a computer fox the reception of e-mail, .
and a data storage and data processing device 28 for . .~. .~ . .
the reception of data in accordance with special .. y. i addressing and activation codifying. Different 30 recipient units can therefore have a greater or lesser ~i~.' f:';~.:~~. :.extent, from the case where it: ~ is .. only ~ possible to use r ' ;: ,~...t.. . ~. . ' ' ~ . .. : ~ .
. '-.,~,.:;.'.the 'v postal .sexvices for document-based !communication ..: which xs to be registered, to the case where there is a , e. comprehensively developed system with special ,. : 35';.addressing and activation functions in unit 28.
y,;~ y ~ Examples of such functions are transfers between accounts in different banks where a codified remote message triggers the transactions with account entry Printed09-04 20~1° ~a~;~~~0 ~E~ ~~, DF-09~ 2~07~~ . ,~P~7D92~~3D Q-at~d PC~ISEDOf005D5I3ESCPAMD:
_r ,a_ ~~;~.~~ «:~ x.48 FAa (317119555 ~~~~ ~,~_;.~~:. ~.5_..~Mf~ ._... ~x,~
~._~..,~_ .,. ...,.. ~_.. .EPO Mt?NCHEId ' CA 02367083 2001-09-21 e' . - . ~ , :' . ~ and ' subsequent ~ ~.~confirmation operations . 'The different extent of the units 3 on the premises of the respective 'r '. prospective recipients is the reason for the above mentioned uncertainty regarding which means of -..~.5 distribution can be used by the user_ . .....,: ~As . mentioned. ~ the service unit. is connected to the ' i . , '; control device ~ 9, which in turn is ' connected for the reception of data produced in the data system of the ~10 sender's unit and arranged to control the printer 8.
. . ~'.~ The control device 9 is thereby arranged to transmit '. ~ the received information via the line 15 to the control device 17 of the service unit 2 during breaks in the :c~ .. ;~.:..,N, ._~transmission of this data to. the printer. The ~v2~5' .~ transmission ~ to ~ the service unit ~~ initiates a search process in the register unit 15. This is arranged to search for correspondences .for the addressee identifications included in data obtained from the .. ~ control device 9, in particular name ~aad address ,20 information, and if these do not contain relevant r , ..electronic address information, .to search for such :: r~'.. .
.~j' ,'..information.
;. The process described can result either in a relevant :2,5'' electronic address being found from the identification . ' ~ ~' 'data obtained from the control device 9 or by the ;:.. ~ search process, or in no such data being found. If there is an electronic address. the service unit takes . , ~,..
. ; . . ,'w:e.' over' . the forwarding, which is ' carried out 30 electronically via the addressable data device 28, e-w : mail 27 or fax 26 in that order of priority. Tf no electronic address can be found, the received data is ,.. ~: vreturned to the control device 9 and forwarded to the printer 8, which is activated to print out the 35 corresponding document for delivery by post.
. ..
Directory information in the service 'unit can be . obtained from a number of media such as telephone Panted 09-0~ 2001 . .. . A~E~~D S~~F ~ 2 ., ,a~»
fib-fl4=2001'"' . EF'00921239.0: and PCTISE0010~5fi5' DESGPAMD :.
,y.48 FAg 0017119555 EPO ~fI~NCHEN
_. ..-. ,.._. __.. . =_~:a.._~~_.___.,;.~ ..~..*._ _....~ .....~~ ,., ... ._.
_ __. _..._ .. . ..._.
t ~;
i dizectories, fax directories, e-mail directories.
official directories, etc., which generally are available in digital form, often via CD-ROM. As far as .t ,.- .possible eacht address is supplemented with its ~5. ~ address (es) for electronic communications electronic . . . . , ..
.~ addressing unit 28 with its codes, e-mail address or fax number.
..i .yw tIf no useable electronic address can be found, distribution to the incoming postbox 25 must take place from the sender unit' s printer 8 via the normal postal . , .
. . ' service. In other words, the correspondence in question .
. ~~ must be printed out using the printer a and sent to the recipient by post as a letter. Other communication to the recipient, 'which is electronic, is sent as ,~ wmentioned via the service unit 2. Accordingly the fax 26 is shown connected to the connection device 17 of the service unit by the line 18 via the printer--, y' _ . computer., 27 by : the line 19 and - to the addressable ~20~ computer device 28 -by the line 20. Like the connection . .
15 these connections can be via cable or wireless and .. , . wprefera.bly by means of some established.. data network.
wn the function for the intended debiting procedure the 25, control device 9 constitutes a key element for the ,. .implementation . of the method according to the invention. zt is connected to the server 6 for the reception of data in such a form that it can control v:.~~ the printer 8 for the printing out of documents. Such ':'30...documents are assumed here to be invoices or other ... ~ payment demands, which are produced in the sender's - ~ .unit 1. Such production can be.irnplemented in various ~. -'''~ ; ways: by : manual entry of data vvia~ the computer 4, by scanning of documents in the scanner ~5 and/or by 35 obtaining it from the accounting system 7. Sources of :a. data to be entered in the accounting system can be of yy :various kinds, such as delivery notes. work reports and . - incoming debits from sub-suppliers, which in turn can Printed:09-04 20Q1 AhREt~E7ED~ StfEEf ~3 ._~.h :-OG-U4 2001~y. ;EP0092~239 ~ ancl'PCTISEt30r005C5 DESCPAMD
~p~~,~~ ~,~_"~~,.48 FAg a~17119555 .._.. . ~_... <.~ ._.-...~.-_,. ~~~~...,:~
. ~ ...__ . : EPO biLtNCHEN -.~. ~_ .. " CA 02367083 2001-09-21 ' . . -~ 14 -'.
already be recorded in a form suitable for entry and can have been produced in the computer or scanner, for ~,:.,r: ~. ~examp7.e . In addition the control '.unit 9 is connected to . . .
' the printer 8 for the production of documents in such a ~,..5 - form that they can be sent by post. As mentioned, the '- t .control device is connected to the service unit 2 and its connection dev~.ce 17 by means of the connection 15.
For a debiting procedure the following operations are . : 10: . carried out . . ':~.v~ . : ~ ~ . . . . ' . ' Entered data from the server to the control device 9 is forwarded via the connection 15 to the service unit 2 - - -'. ~ during a temporary break ~.n the connection from the 15. control device 9 to the printer 8. After entry, w :~ addressing data incorporated in the produced and :a . .transmitted.data quantity is sent to the data register y , . . 16 for 1 activation ~ of its search ~ function. The data which- is found in the register comprises name and ~20 . address information for the circle of addresses within the territory which is covered by the agreed service via the service unit 2. If any electronic addressing capabilities' are found for the recipients in question .during-the searching this is selected with prioritizing ~:25~ ~ , . of 'the ~ connection : via the addressable ; unit 28 and thereafter via e-mail and finally by fax. Yf any of y these capabilities are available the service unit 2 produces from the quantity of data received from the :~~control, device 9 an invoice for the electronic ~.30 distribution which has been decided upon_ The above . ; ,-_ ~ , .mentioned, data ~is supplemented by- already entered data a, . , . , ~':'e ,. from the ~ sender: for printing 'out ~ a~ complete invoice with the sender's logo, etc. zn addition it is assumed that text will be included which provides information 35~ -to the effect that the communication corresponds to the -, sending of an original invoice and that there will be w no delivery by post.
Printed 09 0~ 20t~i. q~,~~~(3 ~ ~ -. . ...~ _, X06 :.04'-2001 ' . ~:~1?Q092i.~~9 0 at'id. P~TlSE00/005:65;:~?ESCPA p -.
,. ~~ .,.48 FAQ( 0317119555 w d ~,>:. . EPO 3t~NCHEN
w~. . ~.".a..... _ .~~ .~..._ u~ ~~r__~.. ~_. ~:, _ m»o . ~. ..~~.x;,:,~. ___ . __. ., ~..~. ~x~,a ..P, , . . . .. , ..
. A precondition for this operation being able to be carried out is that an electronic address for the recipient in question is found by the search. As, if .. , such is the case, the electronically transmitted ~w'S ~. . ~ invoice is to replace the postal service, the control ., .. device ensures that no data is supplied to the printer ' 8 so that no postal delivery takes place. However, if - ' '~' no . electronic address is found by the search, the data --..;:,y : .. . , .. ;
. .w quantity is 'returned to the control'- device for ' 10 forwarding to the printer B. The document thus produced ' ~ ~is handled in the normal way for postal delivery.
-Finally a report is sent from the service unit to the .,;,.
sender's accounting system 7 stating that the invoice has been sent and which communication medium was used.
:.15:;. . . . . .
' v : ~ . This use ~of the method using the ~contxol device and the . service unit is given as an example of the use for debiting. There is, however, no reason why it cannot be . ;used for other correspondence. fox example for follow . ~20~ up measures to debiting, such as reminders and dunning letters. However, it can also be used for other ~::ar~': . correspondence where the sender.' cannot. . Immediately find .: ~~:~; : ;~ which distribution paths are '~ available and where ' ~., ~ electronic transmission is preferable to the postal ~25 service.
.:,. .
t Within the scope of the invention it is also the case ., that the control device 9 can be extended to include :,;:. , additional .functions . An example'. of such a function is ~3~0~ ~ : that it ' is a . , . , . quipped for the programming of particular functions. For example, it is possible for the printer ' . : . . 8 only to be used temporarily for a certain function, . ,for example invoicing and otherwise to have a more general use. For this it is expedient for there to be a 35 program which is activated so that the above-mentioned function of the control unit can be put into effect, that is alternative production of printed communication or electronic communication via the service unit 2.
Prmted:09-04-2007 15', ACID Sl.
..06 04~00~=u. .EP00923239 O and PCT>SEOp1fl05!65 EPO ~ca~N DESCPAMD~~ v -.~,._ _ :~~~~..~.~..~ .48 FAa (317118555 ~,~~.., x".~~~ ~ ;~ . _..., ~t, ~._.
.: . _~~:~.:,.- .. __ a . ;i, '. . ~ - Z6 -When this program is not activated the printer is connected directly to the server or other device in the sender's unit for normal printer applications. zf, however, the above-mentioned program is put ~.nto . 5.. effect, this can also comprise the above-mentioned ' ~ supplementary data' for creating~~a document in those ' instances when it is preferred to transmit the company logo or other information for printing. out by the '~ printer instead of using pre-printed headed paper or '10~ forms. As mentioned, it is assumed that such supplementary data will be ab~.e to be entered in the . ., .r~ service. unit bu it, can also be found in a data program . . ;.:;~
~~'~ ~~ for ~ activation .of the printer by means of the control device. Activation of the control device will also mean '. 15 that the above-mentioned reporting function and v~v~ updating of the accounting system 7 are maintained in the event of invoicing and other accounting measures.
,,~ Activation of the programs which :.it is wished to use in ,;~,.
i. 20'~ the sender's unit can of course be carried out by command via, for example, the computer 4 or via a . . keyboard connected directly to the control device.
;' Another way is to connect in a diskette or CD-ROM
containing the program in question. A further ,25 possibility which is also envisaged, ~.s to provide the ; control device,or a device connected to this with a ,.;; .
; card reader . Using cards from which. the program can be . j .. , y.r ~ ~
. read off or activated from a memory, the required . function can be ensured by reading the relevant Cards.
30" The cards can be clearly marked so that no errors occur, which is important particularly in connection with accounting. The cards can also be distributed only ,. . , ~ .to . authorized , personnel, so that ~ misuse, for example v~"~~' ~' fraudulent debiting, can be prevented.
w , ~ Figure 2 shows in greater detail how received ~w correspondence can be handled according to the method . ~ win an internal system 35 on the premises of the Punted 09 04 2001 ' .:: . ,, . - ~ pMD StvE'f . 1,G
D6 04::2fl01~. EPOp92~239 0 and FCTlSE001005fi5 Ep0 ~iQNCgEN DESCPAMD
.48 FAa 0317118555 ~.~c. .~.~ ~.., _.. ~~:.a"..4~_ .;.. s,:~..,~. .. . «~ m.~. __.w.T. _.. .,. , . _._ _ ~ ...
r , - ' . CA 02367083 2001-09-21 . ' . - 1~ -_~ ' recipient (between and to the left of the dotted ,. lines). Above the upper dotted line there are the ~. distribution methods 25-28 as shown in figure 1 and r , , ~~~ '.whichhere symbolize the paths.' -for the correspondence r 5.~ coming to the 'system 35. Below the lower dotted line are the salve distribution methods 25-28 but here , symbolizing the paths for outgoing correspondence, :,which is occasioned by the respective incoming correspondence. To the right of the dotted. vertical .. 10 line is the service unit ~2. The unit I for outgoing ~. ' ;r'~ v~ correspondence 'is indicated by a ~~box outlined by dotted . ' ~~ v lines . ' It can be assumed that most of the users of the ., .
method and the system will have the need to be able both to send and receive correspondence. Here separate . , ' -15 .:internal systems are described for these functions but in practice it can be expected that they will. be integrated with each other to form a complete ~' ~"~v-correspondence unit which can be.~designated 1,35.
20 The devices incorporated in the internal system 35 can , ;
w , ~be defined in the following way: a sorting station 36 ' . . :to which postal correspondence 25, fax mes$ages 26 and w . .. e-malls 27 are directed. The incoming material is then sorted, which can be assumed to be carried out '. 25~;.':manuelly,, into ~. mail , that is - to ~ be processed by some ~~ ernployee,~ see the box 37, and mail where the data it . ~ contains can be entered via, for example, a computer .into. a server 38 for the storage of data for processing '. ~~'~:,internally. Such data can, for example, be information '30 from incoming invoices which is recorded manually. Such data can also arrive at the server 38 from employees, :,~r:: ~ box, 37. .
;.
Electronically addressable data, box 28, is assumed to 35 be entered in the server for data processing directly, without going via the sorting station 36. As indicated by the arrow 40 it is assumed that the server 38 is connected to the unit 1 for.~the production and dispatch Printed:00-04 20Q~ ! ~ v ~~~~Q Si~T ~ 1?r oe c~4 ~~ui: . 5 ~~~u~~i.~~~ u.ana ru rstuu~uu5b5: o utSC~rAnnu ." .. . z4....: ~.~,~~.49 FA7C 0317119 55 ~s~;~.e~~~,.F r"~~,.~_ :.~~
........~~., ~~.._~ ... .. . EP ~i~NCHEN , .... .. __ ,_ . . _ ' ~ CA 02367083 2001-09-21 - le ;~~ of-correspondence, cf. the situatiowin figure 1. It is ..
~~ therefore possible for the server functions for 6 and ~38~to ~be processed and stored in the same internal .: ~ .
system_ what has been described so far concerns the purely internal handling. If, however, the service unit 2 is .
, ,.
. , _ :'~~~ ~:~ also ;used for handling ~Lncoming. data, .: the sorting .
,. station 36 is 'tv be connected' to the ~ service unit 2 ~- ' directly or via a scanner 41. At least to a certain i extent addressable messages are thereby also taken via .
' ' the distribution path 28 to the service unit 2 for transmission via this to the server. Employees, box 37, ' are also connected to the service unit directly or ' 1:5~~: . possibly also ..:via a scanner. The service unit 2 is preferably arranged for such data processing so that at ., least to a certain extent scanner messages can be .~,., ~~analysed (OCR function) for the production of,' for .'w example, sender identification for further automatic 20 data processing where such is possible. when such data is .produced it is transmitted to the correspondence ~,~u;:: 'system 1,35 for' registration. .
. .:_ . . .
, ,. .
For the distribution paths for outgoing correspondence, ,: 25, see the lower boxes 25-2B, it is the case that what was ;stated in connection with the description of Figure 7.
applies. It is assumed, as for the previous example, that correspondence via the postal services is prepared v :.,;z;,.~:..internally within the company via ~ a combination of the :.. ; . .
..
' 30:~ control device ;,9 and the printer H: In addition it can be assumed that a fax machine 26 .zs available and also w. ,. .sending capabilities for e-mail 2? and possibly also 'addressable transmission capabilit~.es 28. It can therefore be expected that the employees, box 37, often 35 send their correspondence wi.a one of the abovementioned distribution paths without~making use of the service unit. However, if it is wished to use the service unit in the way described above for the selection of the Pr~nted;09-04 2001 ~~~
~~ .
.,..~
y~-u4-2uu~-.~:. ~truu~~~~;~~ u-ana r~ ~ ~5tumuu5u5 utStrAnnua..
.a . .. .49 FAIL (31711$555 __~~...~. ,..~. . . .,.. .:.,.~_.~ . _ _.._.. .H.
..... EPO ~t~ICHEN . . ,. ~... . . .:~~.e . ._~; : . , : , . . .
1 . ."~.'° ~ . . ~ - 19 - ~ ~ .
distribution path, this requires a direct connection to .the serv~,ce unit or a connection via a scanner. ~ The _ ..
. ~ :server 38 is also assumed to have a bi-directional connection with the service unit 2, suitably as in the ~~ ~ 5 first example via a control unit such as the control ' !~ ~ , -, r: ,:. unit 9 . . ; , , ' ; ' . . . .
. ;_ ;.. ~ . . . , Data can thus arrive at the service unit 2 from various ..~ sources: from a system 28 for addressable electronic ,.
.. ..
~~1'0 ;messages, from the sorting station 36 either directly ... . or via a scanner, from the employee. box 37, and -from . ~~ the server 38 directly or via a. control device.~For ~'~~ ' ' 'r:~~:: w~data~ arriving ~'from~ the sorting :station 36 and/or the . r r ~.~~:-.~ .. . , . . . ., ; . . . .
. : , ' ~':~ : ~ employee vor ~ from the server 38 and then via a control .' 'T5 unit, the task of the service unit is to carry out the -~ described search operation and implement distribution . :~ , .: ~ : ; in the way described. in connection with figure 1.
,_ Several benefits are gained by means of the method and ':20;~ : :the.: system, according, to the invention. We, have already jw.f . . .
.. .~~pointed out the ability to select the most advantageous distribution path in a simple way by making use of an ._,.. ' , .automatic process controlled by the separate database . 'i ..
~ . ..: :equipped with search functions for addresses in a ..25 comprehensive address directory. This handling can be . ,_ , ' . : expected to provide the impetus for the user's network ~,.;;r;, :. of contacts to '.change over to electronic communication, _ : , ' ~ .: ..;,. . . . . ~ : , .:. whereby an even larger circle ~is . created' within which ,.
this rational means of communication is used regularly.
3a :It~should be added that the,use of the service unit for ~distribution, both the internally initiated distribution and the distribution initiated by the . >' . ;incoming correspondence, can constitute a reason for ~3~5', , ., transferring additional services 1 to the ~ database. 8y means of the channels of communication which are set ;. v , up, it can be expedient to carry out book-keeping by ,means of the organization of the database, which Printed:09 04-2001 .~9, ._ . ADO . , =-06 04'200~'r~ 55 abN00g27239 0 and.N(.-.II~tQUlUU5d5 EPO bi~NCHEN
UtS~:!!~'AMU:
.49~FAg'05'171195 ~~.,...ax. ..:_...... . _.,....,~r:.~. _~F .s_ ..,. ._... .
.~ ._.3 ~_ < .a-M9 . j.: , ~ .
. .
'_ particularly for smaller companies can result in lower . ' '. ...r~~~~ handling costs; . greater security~.and reduced need for personnel than' with corresponding internal financial ' . handl~.ng.
;.;, ;.5 ' .The description above is based on the fact that the ' 1 printer 8 For the printing out of documents which are to be sent by post is situated ' in connection with the . ~ '~:. vsender unit. 1 '. rather than closely connected to the .~
. . 'service unit 2 : The control ~ device ~ 9: ~ can thereby ', w operate in such a way that the service unit only .'. .handles electronic distribution of the computerised . ' ~ ~ ~ information.' while on the other hand information which ' ' . ~ -; ~ is to be sent by post i~s handled by the sender unity s ~..15 printer 8, so that a document is produced which can be .c~..:..~:_~.~~;.:,.:;handed'to the. postal services on~:theypart'~of the sender ' :.~;v- v ~ unit . This .. can be a suitable embodiment of the ' . . i.nvention, particularly if there is a large quantity of ,transmissions in document form via post or in svme ~2'0~',other way such as by courier, for which electronic addressing is not applicable. For example, the ';:~ . addressees concerned may not have fax' or an e-mail . r' . . ~ waddress oz' the consignments : can largely concern .~. .'-~'~. ~ original documents . ~ ~ ' . : .
25 v . Within the scope of the invention the system procedure ': .~ .can, however, be such that one or more printers are .connected to the service unit, so that the. control device or other control function connected to the ~30 .service unit activates the connected printer for the v::~ 11~. s.' ~ ' . i .
. ~~r~:~v ~~.printing,:out of . the documents ~'~for . which; searching in the address directory of the service unzt reveals that there is no address for electronic distribution .°i'~:available. The document can then be processed for v.35 forwarding as a service within the service unit.
i ' ,.. ,.
Printed 09 04 200:1 q~b ~,~ 20 ... ~...
0E 04 20U'l, ~ ; qg FAg 0517119555 :"~POa92'1239 0 c'~,)'ld PGTl5~U0/QO~fiS
. . .z., ~~ , ~.~.~~~; ~.. xr~.__~,....~,u .,.~ .. ~~x ..~,~ .R,. ~ .'~ EPO
MLhVCHEN L7~5~,,NAMU
. : . _al_ .
This can be the most suitable embodiment when it is not w~.shed to process some document consignments within the . ~~~ ~ ' sender unit.
;~ .S. Of course data for the document consignments which are a v , ~.' , . not , processed within the u. er unit utust be reported to ;,. : ' .
=.~ ~ : , they: relevant ~furiction address in~vthe 'same .' I
. , ., .. , . .
.:.a: ., ' . :., ,.:
' ~ ''~~ : , ~ . . . ~. : .
i . , ..:~ , . ..
. ;.; :, : . . . , . . . ,_ , ~ . - .;'i'. ~ _ . . . ' .
.. :' , ': . ~ . . . ~ ~ . ~ : - .
. . ~. '~' .. . .
. . nl. ~ a ~ ' ~:::'~i: -:;" ' ' , . ( . - , I . . . . s .t . i.. .~ . . . ..7 . . .. .
i . . . ' , ' -1 ,
' ~ ~ ~ ~ ~with~.n the business community there is - a desire tv ;'s'a-~.r.
-~.. :..
,.
.
, ' 'limit the use of letter post as much as possible as ' it , ~~ ~.', ~
' w . .
results in extensive paper handling'and consumption of ' :, c .
. -;,._.~;;.Y:paper, : not only ~ _for documents ~~.,. but also for envelopes.
, , , ,1.
.
.
~
, j .; ~ 25ty y ~At v the ; same tiniev postal charges ~~are ,high and the postal . ~ .~ :service . relatively slow and sometimes rather ;, unreliable. 8y the use of fax, paper handling is ,~~,;.~~ . reduced and the information reaches the recipient very ~
" ~ ~. <~.~y'quickly. Tn addition the sender can obtain confirmation v~v ' :_30 ~ that the information has arrived. E-mail offers even greater benefits. To a certain extent the transmission i: ' ~ '' ' .
. . ,: ~;
: . . ...
. .
._ . .
'~~ri;;
~~ ~ '~
' '~
~~
~
of ' infor ti t ' vs~
_ ., ' ma ; on ~ can, take place completely ~ without the .
~
~' , ~' ~
~;w use of paper; i~f the information is written, to computer w ':~ memory on the premises of the sender and transferred 3~5:. ~and read off on the recipient's computer monitor, ' 'enabli.ng the recipient to decide whether the message is ;: ; .
to be stored electronically, on paper, or not stored at ' all. An advantage unique to e-mail is that the ' .'y. . . . n .
' ' ' ~ ~ . . . .
1 " . ~ .
' .
=f ._ ' ~ ' Printeci':09-04-2001 . ~ ' . AM'~l~lDfD S~EE~. ..
~6 04 ~00~ x:47. FAg 8917119555 ~P0092'f~.3~ 0 d 13C~/~E00/00~r65; gp0 g~ICIiEN DESGPAMD :' ,~><v, u.."-,. sb z 4.,..~. . . ~..t , ~,~. > _ , , ... , , , . .., , . ,., _ . ..... _ ., . ,. >, ,., ~ CA 02367083 2001-09-21 ', w_ ,..>,.... . , ~.
..
- ; . _ -. ~;: ~ ;. , ~ . . ; , . r. . ;
electronically-stored' information can be 'used by both the sender and the recipient for editing, for :w . ~transferring completely or in part to a store or to :working files so that it can be used for data '5 processing .
., . ' ' ;~.~;: ;'';In''spite of . the ,'fact that electronic' communication has ' j~ ~~. , . . . . . : . , . ~ . : ; ;
,. ~' '. many considerable ~ advantages ~ compared to v letter post, .' ' ~ the' latter is still used to a great extent, ' particularly for private mail as.is to be expected but . ~
.'. ;also for outgoing mail from companies which, however.
. ,.
usually have the equipment available for electronic communication.
~. , . . .
"i3,..~ .. ~ .. 'j ', . ~1'S' ~ '.. From US-A-5- 513. 12 6 (Harkins et al ) ' is know an network using electronic communication channels, the network '. '~.being provided'to change the information transmitted "''. from a sender to a communication profile established by .' -,~~ahe recipient. The invention presuppose that the sender and the recipient are subscribers of the network~and ' r~ - ~ ~ ..:'u;:~~being . equipped with devices for . electronic.
,. =c,~; ~ :,~. . .; ; .. ,, , , . . > .
r '" ~. communications . ~ The' invention has. no relevance to a ..' .providing a facilitating to parties using .
_ ..~.,, correspondence by mail to change to electronic ' . _25 ;-:communication.
._ .
;. , t . ,. , '.There are several reasons for electronic communication :., d,; . , . .:'<<~,';vb~eing ; ,used to; ; a . limited extent ~in spite of the :'. ~~equipment being available. There will probably always ., 30 be documents which are only suitable for physical ' ' .~y ~. conveyance, in particular .original material such as . .' vs~.gned legal documents and also ~rnaterial with a Large volume, such as books and other extensive printed . .
material. pne reason which should, however, be able to . . 35'.~be largely eliminated is the uncertainly on the part of ;. .; the sender as ~ to whether the recipient has the :, . facilities to receive and handle' electronically ,' ' . 'r ' .transmitted information and if so by what means and to Printecl:09-~~-2001- AMEtdU~D S!'tEEF .. .
06-.04 200 ° . ,'EP0092~~239 fl:and PCTISEOOfOtl565DESCF'A:MD'..
~ . 47 FAg 017119555 - ~,~ , EPO 3I~NCHEN
,.... . ~.~ _.u , a i,>. , » ",.. . ,-',:.Srsb..F...o ,r.~Fr , , :. t.t c,.
... _ ....., ... ..,.. . ,~. . . . . .., . _ _ " CA 02367083 2001-0'9-21~
' ..r,; .., ;' : . , _ i , y ,°.;'what ~ addres s . : On ~ the other hand ~ practa..cally every . 'imaginable contact has a known postal address, which ,. ~ . means that the postal service is used as a necessity ~a.' for much correspondence. For example, authorities and . ~~;5.~~institutions such as banks regularly use the postal services for messages, injunctions, transaction ;~,. _, confirmations, account communications and in particular .,..
. .~w'~; ' for :. invoices . In spite of all. its .advantages, the . ~ relatively widespread use of electronic communication .. 10. is limited to~ messages between companies and other 'i parties between which there is close interaction and a v. ; ~ ' frequent exchange of information.
It is therefore the case that within companies, ' . , ji . . , . i .1~5'c'~;institutions and authorities great' gains could be made '.~ if the postal service was to be replaced ~by electronic communication whenever it was possible to do so. The ~vs..~ gains would not just lie in the actual service being ~~rationalized and having the least possible manual -~ 2o involvement but also in the information being able to be produced by the sender. in a considerably more ' .~:.,_I....., .'. . . , , . :.rational way .than when using the: postal service and in . '~'.~~~'.particular in the fact that it would be able to be used .
,' .t-~~ by the recipient directly as an input for further 25., processing and storage whereas paper documents must 'often be transferred manually into a digital form before they can be worked on. ,This is particularly ... , marked where accounting is concerned, as most companies ~,' . . -~: .
~ ' :"~': ~'~.today do their . .; bvakkeeping,':v~, ledger. ~;, entries and 30~~y financial reports by means of data processing using . computers. zt is therefore necessary for_ paper ,.
,.'documents such as invoices, bank statements, etc, to be centered manually in order to be integrated in the data .., t processing.
r , '- DESCRIPTION OF THE TNVENTION:
', This invention concerns a method for computer-controlled selection of distribution paths for Printed:09-(34-20,01 _ AME~tD~D SI-i'EE~
~t76 ~4-2001~a:47 FAZ 017119555 . EP0~92'1239 0 aid PCTJSE~0100566<
UES~PAMD:::
EPO M~NCHEN
. _ . 5 . ~ ~ . . _~ ~
w ~ L . v_ ~..~ w . , tr ,: .. .
. .. _ ., .. .. . .,<; ._ . .. ... .., Y~
'ji . .,. . i. - , . r . .
1., . ~.-.
';
i . .. - ' _ ~ ~ ' ' ' ' ' , . . _ q _ .
. .1 r.
. _.- w~, "information of various' kinds produced on the premises ,:of a sender in such a way that the best available - ' , ww distribution path is selected. . The invention also ,. ~ concerns a communication and process-5y5teIN for the .u . . , . , , .
. ,:5'~:: .. :implementation..of the method. ~ ;.~ ... , . y : ' . ::-;' ; .. .
The intended information is produced :Ln data form on ' 1:
- ~ the premises of the sendex' and transferred to a :
l i.. . .
. .. .
-.. "distribution exchange", which independently analyses ' . ~ :~10 the information with respect to the reception address :
v : - ~, and type, and on the basis of the' analysis selects the ..
:
.~. ~ ,.
.
.
':;v-.y.~k;r.r-vbest conanunication.
path ~ to~
be-;; us~ed'~.~and .thereafter is ~
~
~
. a,;l: . -_ w~'w ~ :'. : : : .
y.: .vresponsible for ~ the distribution. The ~ method and the w~: :system for its-implementation create many opportunities .
~15;: yboth on the premises of the sender and recipient for :
.:1.
. ... ;high-level rationalization of the -productions and .1 y - y further prvcessing.of the information.
~~:.ir~: =Another. importaizt advantage of thewinvention as that it a:
. ., , . , . . . ... .
j ' ' - ~2 'provides v a high Level of security against , incorrect 0-~
processing of the data, both on the premises of the .'' : sender and of the recipient. Similarly, high security ,' ~~~ ~ , is achieved against incorrect addressing and against ~
':~ ,'' siphoning off of information to unauthorized parties.
-- '25 . , ~~ ~ ~ ~ :An~, add~.tional and i;l;,;i~~=. very important:~adventage is that the . ..
. _ ''w : ='v;;l.'. ..
i. :system~. .can be .introduced and utilized ~ ori~ the premises ' : . ! .~ of the user without requiring any extensive 1 - . v .
>~ installation work, and much of the work in the form of ~
' . , : ~ . centering basic data, utilizing new computer programs ~
~30.
;-:'_~~E~ and training of personnel can be eliminated by use of ..
the method and system.according to'the invention.
;; :.. ,: y . , _: i. .
~ j ~
~ ' = .
~:
: . , :
;:. , : S ; , .
.'-'-,~ ~ :
.
DESCRIPTION OF.2HE FIGURES: ~ ~ . ;
' ' . 35 In the following the method and system according to the . I, invention will be described with reference to the . ~ .'.-;' attached drawings which show the system diagrammatically.
P;rmted ' ~ , ~~~~E~' S(-~'~:~
~ fir;
, . . ... ; .. . , : ,;
~:Ub U4 2(3U~ a;: a~ ' FAg 011119555 ~~~Q9212_3_9 D.and -PCTlSE00/005fi5 DESCPAMD-~
r,f : EPO MONCHEN
_ia"_~ _- ,~ ,~ . . ~ . . .;~;iw ,,y~_ p:v='i - ~..~ zvi~a -< . .eY~ .." - a .
w >.,,.. ,w .. ~ ,...., ._ ... ., . . . ,.
i ~- ' ' . CA 02367083 2001-09-21~~
- .
.. . . Figure 1 shows a block diagram of the_system regarding ~' .
,, , .
. . ; its function for production hand ,distribution , . of information on the v '. ~ . ' premises of the sendez~~
and .
Figure 2 shows a corresponding block diagram regarding .
.. ~~~~~
..
. the function of the system for the reception F '..
~
: of information.
..
,y. :, ' .l v '.' 1 O;i~y PREFERRED EMBObTMENTS
' i .. .
' , -~ .
- ' .
' following - .- the method and ,v' system are described in ;~v ~..vln the :. ' ~. a mode of application azmed initially for accounting _;::: ' ;"information with associated correspondence within a :.,....company or institution. Below are listed the most ~
:..
15 important processes and the documents associated with these within such accounting.
v -,.,: , . . ; , . , . ,. .;
:. : . ~.
:.- ; , n;
..
:: _., . .
.
. .
.
:
; ,:
z.
.
,. - , . The debiting procedure '. ' '~ . 1. - Production of basic debiting data on the basis of recorded deliveries, work carried i ' ' ' .
y.a.
. '' . . out; etc -~
~
~ 2 . Determination of debiting data " . ' -;: ;
:
. a) addressee .
~~ -';:'- ~,:~~a:.::b).~ specification ' ' :;. ' . - .1 ..
' .
- ~
.
, -. .
- . ;:25;v: '::'. .
. . , ~.
. v c) r amount ., , --. . ; . ~ .~ d) terms ' .
.
. : . , ' .. Internal recording of debiting data for the . ~ .
. 3 .
', . - . - . ; drawing up of w a) ledgers ~:30 b) payment follow-up :' ._,,.,~~.~. ~ c) financial reportin - ~ g ' ' ~
-.;I a ~.,;: :....
Production of invoices ~i.n they farm determined by the method of distribution (see 5 below) ' y . ~ 5. Distribution of invoices in accordance with .,. . .
any of the methods:
a) the postal services b) by fax ' a . ~ ~ -..,;;' : .. , ~ .
r,I,.:' -' :~ .
, , A~EN~~
'~nteda39 04 2001.
.. ... . . .. ~FET ,~W, 06 04 ~QOi:~, =~P0~9_2a~3~ Q ,end PCTISEQO/OQ565 ~ ~DESCPAMD:
~~.,~e.d_.R~._..~.~,_ . x,.47 FAX 03171195SS :~.~<.~_. : w,_~w:~~~~~.x ~a..~.~. .~ ..._; b~ EPO ~1NCHEN ;.,:.. . ......
' ~ xCA 02367083~~~2001-09-21 ) - ~ - . . .
, t .
i~
, . . . ~
.:~.y...: .
I . .
I , .
. c) by e-mail via printer on the premises of the recipient d) direct electronic transmission of data .
to the data system on the premises of ' . '5 the recipient in accordance with the agreed addressing y~ ' II: ~ ~ reception process The w ' : . Arrival of invoice/invoicing data via:
1:
. ' a) the postal services TO , b) fax ' ' . C) e-mail via printer .,~ : d) direct input of data into the recipient's datasystem in accordance ;',y"e v : '_ : . with the agreed addressing ~ . , .
15'~ ~ ~ 2. Sorting of correspondence by content such as:
. .. a) payment instructions, for example w invoices, demands for fees ' . ~ s~
'. . ~': . b) reporting of financial data concerning ' payments made, payments received 20 balances, etc . c) other finance--related correspondence, .. ,~, ~
'. . .
' . . fox example queries concerning invoices issued, requests for quotes, orders, messages concerning payment difficulties 25 ,. d) correspondence not related to finances which is to result in action, for example injunctions-and demands from the authorities or other, correspondence with ..~, Nor '. : , . _ ~w ' i ~
... . _ w . ~ ~ a fixed reply deadline ' ..
30 ~ e) correspondence not related to finances, ,: of a general and informative nature 3. Internal distribution of incoming correspondence in accordance with its . classification (II.2 a-e) ' 35:,~. Classification in accordance with (2) ' . y . ~ a, b) To be recorded as financial data in the internal accounting systemwhich .~is assumed to be computer-based Prmted:09-04 pMtNE'~D S1'~~T.
20>~~
, X06=04=2001:: . : EPOQ92 ~ 239:0. and' PCTIS~00/00565. DESCPAM D
~.~~ .~~, ...~~~ ..rpM a,: . 47 FAg 0317119555 : _~, , ,~~.~ y~, ; ,__ f. ~
...._ .. ° .a.~~.. _._ _ ~.. ~~ , . M ~ : EPO M~NCHEN . . ..., ' CA 02367083 2001-09-21 N ' t a, . , . . .
.' . ~ c) to be distributed internally to the department/person responsible for the sector to which the matter is related . .,;~ : . d) the deadline is ; to be noted and the .5'. . .. ~ ~ ~ ~~ communication is 'to be. distributed tv . ~ . the responsible party within the sector w to which the action refers ,: .v ~' ' e) messages with possible relevance to the . current business activity are to be 10. distributed to the departments/persons concerned. for information and possible ;; ; ~ : ; : ~ . ~ . . ~ action . ~ .. ,; . . . . , , '. .. As can be seen, after sorting, the finance-reJ.ated 15' '~ correspondence (Za, b) can be recorded in the w ~ recipient's computer-based accounting system and .,. results in relatively little. manual processing.
. Other correspondence (2c, d, e) can not be ~' ~~;.: .. , . . .
y ' . . . rationalized to the same extent, but practically 20 . ~ always requires personal consideration and action.
.. : However, computer-based tools such as, checking and ~~ ' memory functions, word-processing, etc, can be ., ; .
used.
2S : . .III. Processes brought about ~ by the incoming .~r~, ... . , i . .
'w.'~ ~ , .correspondence ~ ~ ' ~ .
~- 1. Payment processes, which after the arrival of the invoice or other payment demand has been .. ~ recorded in a computer-based accounting . 30~ ' system can be paid automatically via a bank, ' bank giro or postal giro by means of correct . , . programming .
. . .., : , : : , ,, ,, 2.' Financial reporting~wwhich for a well developed computer-based accounting system 35 can be produced by means of a suitable computer program.
3. Following up of financial reports after examination. Can result in the redistribution Prinfed:09-04 2001 . , . . A,~~~~ S~~F ~~ ~ ~ .
flfi-04 2001'x:. ~EP0092~1.239 0 and PC~'1SE00/00565: EPfl ~~~ DESCPAMD .
.47--FAX-0317119555 ;.~ ..ww~~ A~.. _~. : _.., N: w ..-... > .__.~_ _ .. . -.: u_. _ __.
-of funds, taking up or payment of loans, reorganization of certain business activities y; .' ;. ~. . .w and ~ wither measures ;.which , in ! general fall t . . , . .
, y, ,. .
. ' under. the area of responsibility of the ' : .
w ~ '5 manage~mez~t. Computer-based tools can only be .
~
.
, used to a limited extent.
., .
.
~.
' _ :~:: - , 4 . Correspondence riot related to finance.
, . . .
. .
, .
... Financial management controlled by computer :, w~~~ ~
can only be used for certain activities with ' l:Oy; ~ ''. ~ . ~ well-established routines : which are used -' . . : .
.
' .
>:
. . .
. frequently. However, in general there is a . .
_y.'.;
. ~ .
need for computer~based tools.
. ., w . As shown by the above list there are great -~.~15 opportunities tv rationalize the debiting procedure ~(Iy by means of . computer-based data . ;. . ~ , : . .
~ processing,.;
_;ai: ~.: .. , The first . precondition ~ for this it '' ~ ~
~
-;. .
'.:.;.
; .
: . , . , . . ~ ~: ~. . .. . .
, ' that the sender has access to a computer-based -:..
, - ~'' .~ accounting system and computer programs for the ,- . ~20' .. requisite processes. This is the case for large ,.
' :. . .:,.~!, companies and to an ever increasing extent also , . .
,:
~.
~
. , .
, for smaller companies, and is always the case for .
. .
. ,. : :
companies and institutions with extensive .
- ' - 'v 's::r~;:vv'vfinancial. E ;~ management . tasKs, such' as ~ w banks, :. . .., .,. . ' . ~
~ . ~
5~~~~ . insurance ~
~~~2 companies and .. certain ' authorities.
w However, the distribution (~.5) of invoices and other payment. demands has not been fully . ..~ ~:a .
;. ,;~ rationalized as there is a dependence upon the .;
reception capabilities of the recipient and the .:30 sender's knowledge of these. For received .., ~;.
. y v' ~ "';t;~~,,;'~~.~:~: correspondence (II) there is ': similarly a dependence .:~ . .
, .
, . upon the correspondence medium used by the sender y ' ::w' . ' - ~ and, as mentioned, a sender will often not use the ' :' .., ' . most rational distribution channel due to 3.5 .~ uncertainty regarding the available means of ~
. w distribution. This means of course that the form of the received correspondence is determined by ~v this uncertainty. Tf the distribution takes place . . :, ,.; : . . . ; . .
,Pri nted:09=(34-2001, t~ cry r- y .. ..
~r6=04-200~~ . : EPO(~92~2~9 Q and .E.'~T~SE00/OG?5B5'~ EPO ~rrcaErr -DESCPAMD-r .4T Fna 0317119555 ~ , M ~~~ " , , , , .~ . E . ._.,E_~~~~< , '~_.< t ~,.,«G ~ ~.....::~-~"~._~._z~."~.~.:. ._ . .
..... . .. .. . .....
' CA 02367083 2001-09-21 ~ . ' ':
_ g _ . .
in a less rational way which is not based on electronic methods, this also has an adverse '. .. effect on the opportunities for rationalizing the .' ~ sorting (II.2 ) and also of fects the recording in ' : 5 ~ the computer-based accounting system (II. 3, a and b), so that there must be manual involvement. When recordings in the accounting ~systern has been carried out, the subsequent accounting measures (DI.1, 2) can be carried out rationally if the '; '10 accounting system is designed for this.
. .~.
. .
Accounting within companies and institutions is intrinsically well suited to computer-aided . . ~ ;~: ~:~r.ationalization, which is also shown by the fact that .. ,. , .
15'' ~:~such rationalization has been. ~ introduced relatively .
. ~ quickly _and widely within the financial sector. As can .be seen from the above. the main obstacle to optimal '.~ ;~~ rationalization is tha lack of rationalization of the 'distribution of the finance-related correspondence.
,' 20 Another obstacle particularly related, to, smaller .;:.,companies is a. lack of investment funds and time for '~. the~setting up of a well-developed accounting system.
~ ~ Even though accounting has been mentioned as an area .25 well-suited to the utilization of .the invention, this ~.~w does not exclude there being other areas where repeated routines occur. Examples of such areas are the booking of, tickets and ordering of goods...
:.t ~~~.,~,.; . , . w y ' _ ~ . , ; . ,.
;r 30 . Other sent and received correspondence which is not based on set repeatable routines such as those relating . .:y' to' accounting does not provide the same opportunities . ,'..'fox rationalization but requires a considerable degree of personal decision-taking and action. Here it will 35 largely continue to be necessary .to be satisfied with ,,:
utilizing the available tools in the rationalization process, such as computer-based information systems, computer-based management tools, ete. However, even Pryted 09-04 2(?01,' AME'Np~p c~~
p6 ~J4:~~10~. :b~'0092723~ O:and PC~ISEfl0100585 DESCI?AMD°~=
f n~.. .-~ ~..~.. ~~° ~ 48 FA7C 0317118555 ~ ~ , ,.,.. ~~r , ...... ...
~ ~2 _~: s_ .:-;:~_. aa_ ... .. .. EPO M~TNCHEN _. .. .hn. .
' , CA 02367083 2001-09-21 ' . :. _ y , ..
,. ..
' i ,. here an important rationalization factor can be the :.fact that rational distribution is utili2ed. This is carried out to an ever increasing _ extent by fax and e-. . mail. However, here the restrictions' also apply ' ' ~ _..:;5'~: ~~originating yfrom the fact that.: it; .is ~ not known what . ~ . ~ ~' : ~ ' ,recept~.on options the recipient ~ has, for which reason ,.
the expensive and slow postal services must be used.
'r .
' ; . . . .. ; Tn the following the system according to the invention and the method in connection with this for the implementation of debiting procedures will be . :~~~:~ =~desCribed. Reference is made first :to the block diagram I1~' ~~'. ~ ~ in Figure 1.
r . , '15, This depicts a system comprising three main parts: the ..o . '_. ~ ;sending party's unit 1 (above and to the left of the .,: ~~:~ dotted line in the figure), an external service unit 2 (to the right of the dotted. line), and'the recipient's .~~. .'' ft.N,~;-:unit 3. ,(below 'the .dotted line).:~:~'The unit 1 comprises . ;.
.. . . .
' v ~20~~. ~' one 'or more devices for which the following definitions . . . . .
' 'r~ apply: computer 4'; scanner 5, server 6 including . ' . . :':,. : requisite memory units, accounting system 7, printer 8, ~~control unit 9 for correspondence and its distribution.
;, ~ Within the sender's unit 1 there can,be several of v25 these devices. Some units can be_omitted, while other _.,,,;::_: types , of device for data processing and storage can be ;~ ..~;~ . . . , , . _ ., , . .
'.'';~, ; °~' included.' However, ' it is necessary for ' there to be '.;~':~ ~" . devices for entering electronic data into the control device 9 and at least one printer 8 connected to this.
.3.0~ Concerning the accounting system 7, this can be y: designated as a function within the system and does not :'.. need to be regarded as a separate.ha.rdware device but .;,;_;:'can ~ be integrated into the rest of the data processing w_'.'~~ system~.~ In this~,case the function' ~is ~~to~ comprise the _35 ability to enter financial data, storage and processing . of this and output of the data which, is produced from .~;~~, the entered material by means of the data processing.
Prated 09-04 2~01 . l~tllEt~D SHEET : . 1'0;x' .u~-uq.-~uu7, ~ : 48 FAg 0317119555 tNaQ921~39.0 ~~d PC~ISEOOla05B5.
~~~_,_.~:.~ ; . . . ~~ .~~..:~~~ .;~~.~:~ E,...~.. .~L:, . ~ r o. _ ._.. - Epe MOrrca~ DESCPAM~
. ~ ' . - . : . ' ~ . ' ~ CA 02367083 2001-09-21-~: , .
' ~ . . ' . "..~. - 11 -~~ The service unit 2 can be used by several units 1 on the premises of companies and institutions. The service .:::::.'unit ~is: connected to control dev_ ices in .,the connected ' units via connections 15, which can be cable links or . .
~5 wireless connections and preferably a connection via some available data network.
.. , ;.::,: ~:
..~
i..
.. .. . . 's.:' ..;' . The service unit 2 comprises a data register 16 with an advanced search function for searching and extracting 1;0,:~: -v data. from a large quantity of stored : data . A connection ~ ~ . . ~~ '' e.~ ~ .~ i3evice . 17 is connected to the ~ incoming 'connection '" from the unit 1 and to the data register 16 and also to .
. .. ~'v.' outgoing connections 18, 19 and 20. In addition ~:t is . '~~ ~-'~~~ ~ ; ;assumed that the connection device is, connected to one X15: or more computers 21 with monitors and keyboards for . .t '. _ human interface. ~ .
.v . . . . .' ~ ~ , ' , ;; . -. ..
. .. '~:~ ~ ~ ; : The ~' sender' s unit 1 and the service ~ unit' are designed . , . .,.
. .. , . . : . ~. for communication to a number of recipients, which in :,.' 20.. .the figure are represented by the units 3. These ~:a; ., .. .
., .'':recipient units can have different equipment for the -.,:,:, reception of correspondence. The different reception . ., ' equiprnents . which can occur are ' represented in Figure, 1 ,... .:
. .;. ~ ' w.;;v.::'by the following definitions: incornin_ g- postbox 25 for ' ' ''2~S ; :."postal correspondence, fax machine ~26,v printer 27 a.
' : ' , f . . : . connected to a computer fox the reception of e-mail, .
and a data storage and data processing device 28 for . .~. .~ . .
the reception of data in accordance with special .. y. i addressing and activation codifying. Different 30 recipient units can therefore have a greater or lesser ~i~.' f:';~.:~~. :.extent, from the case where it: ~ is .. only ~ possible to use r ' ;: ,~...t.. . ~. . ' ' ~ . .. : ~ .
. '-.,~,.:;.'.the 'v postal .sexvices for document-based !communication ..: which xs to be registered, to the case where there is a , e. comprehensively developed system with special ,. : 35';.addressing and activation functions in unit 28.
y,;~ y ~ Examples of such functions are transfers between accounts in different banks where a codified remote message triggers the transactions with account entry Printed09-04 20~1° ~a~;~~~0 ~E~ ~~, DF-09~ 2~07~~ . ,~P~7D92~~3D Q-at~d PC~ISEDOf005D5I3ESCPAMD:
_r ,a_ ~~;~.~~ «:~ x.48 FAa (317119555 ~~~~ ~,~_;.~~:. ~.5_..~Mf~ ._... ~x,~
~._~..,~_ .,. ...,.. ~_.. .EPO Mt?NCHEId ' CA 02367083 2001-09-21 e' . - . ~ , :' . ~ and ' subsequent ~ ~.~confirmation operations . 'The different extent of the units 3 on the premises of the respective 'r '. prospective recipients is the reason for the above mentioned uncertainty regarding which means of -..~.5 distribution can be used by the user_ . .....,: ~As . mentioned. ~ the service unit. is connected to the ' i . , '; control device ~ 9, which in turn is ' connected for the reception of data produced in the data system of the ~10 sender's unit and arranged to control the printer 8.
. . ~'.~ The control device 9 is thereby arranged to transmit '. ~ the received information via the line 15 to the control device 17 of the service unit 2 during breaks in the :c~ .. ;~.:..,N, ._~transmission of this data to. the printer. The ~v2~5' .~ transmission ~ to ~ the service unit ~~ initiates a search process in the register unit 15. This is arranged to search for correspondences .for the addressee identifications included in data obtained from the .. ~ control device 9, in particular name ~aad address ,20 information, and if these do not contain relevant r , ..electronic address information, .to search for such :: r~'.. .
.~j' ,'..information.
;. The process described can result either in a relevant :2,5'' electronic address being found from the identification . ' ~ ~' 'data obtained from the control device 9 or by the ;:.. ~ search process, or in no such data being found. If there is an electronic address. the service unit takes . , ~,..
. ; . . ,'w:e.' over' . the forwarding, which is ' carried out 30 electronically via the addressable data device 28, e-w : mail 27 or fax 26 in that order of priority. Tf no electronic address can be found, the received data is ,.. ~: vreturned to the control device 9 and forwarded to the printer 8, which is activated to print out the 35 corresponding document for delivery by post.
. ..
Directory information in the service 'unit can be . obtained from a number of media such as telephone Panted 09-0~ 2001 . .. . A~E~~D S~~F ~ 2 ., ,a~»
fib-fl4=2001'"' . EF'00921239.0: and PCTISE0010~5fi5' DESGPAMD :.
,y.48 FAg 0017119555 EPO ~fI~NCHEN
_. ..-. ,.._. __.. . =_~:a.._~~_.___.,;.~ ..~..*._ _....~ .....~~ ,., ... ._.
_ __. _..._ .. . ..._.
t ~;
i dizectories, fax directories, e-mail directories.
official directories, etc., which generally are available in digital form, often via CD-ROM. As far as .t ,.- .possible eacht address is supplemented with its ~5. ~ address (es) for electronic communications electronic . . . . , ..
.~ addressing unit 28 with its codes, e-mail address or fax number.
..i .yw tIf no useable electronic address can be found, distribution to the incoming postbox 25 must take place from the sender unit' s printer 8 via the normal postal . , .
. . ' service. In other words, the correspondence in question .
. ~~ must be printed out using the printer a and sent to the recipient by post as a letter. Other communication to the recipient, 'which is electronic, is sent as ,~ wmentioned via the service unit 2. Accordingly the fax 26 is shown connected to the connection device 17 of the service unit by the line 18 via the printer--, y' _ . computer., 27 by : the line 19 and - to the addressable ~20~ computer device 28 -by the line 20. Like the connection . .
15 these connections can be via cable or wireless and .. , . wprefera.bly by means of some established.. data network.
wn the function for the intended debiting procedure the 25, control device 9 constitutes a key element for the ,. .implementation . of the method according to the invention. zt is connected to the server 6 for the reception of data in such a form that it can control v:.~~ the printer 8 for the printing out of documents. Such ':'30...documents are assumed here to be invoices or other ... ~ payment demands, which are produced in the sender's - ~ .unit 1. Such production can be.irnplemented in various ~. -'''~ ; ways: by : manual entry of data vvia~ the computer 4, by scanning of documents in the scanner ~5 and/or by 35 obtaining it from the accounting system 7. Sources of :a. data to be entered in the accounting system can be of yy :various kinds, such as delivery notes. work reports and . - incoming debits from sub-suppliers, which in turn can Printed:09-04 20Q1 AhREt~E7ED~ StfEEf ~3 ._~.h :-OG-U4 2001~y. ;EP0092~239 ~ ancl'PCTISEt30r005C5 DESCPAMD
~p~~,~~ ~,~_"~~,.48 FAg a~17119555 .._.. . ~_... <.~ ._.-...~.-_,. ~~~~...,:~
. ~ ...__ . : EPO biLtNCHEN -.~. ~_ .. " CA 02367083 2001-09-21 ' . . -~ 14 -'.
already be recorded in a form suitable for entry and can have been produced in the computer or scanner, for ~,:.,r: ~. ~examp7.e . In addition the control '.unit 9 is connected to . . .
' the printer 8 for the production of documents in such a ~,..5 - form that they can be sent by post. As mentioned, the '- t .control device is connected to the service unit 2 and its connection dev~.ce 17 by means of the connection 15.
For a debiting procedure the following operations are . : 10: . carried out . . ':~.v~ . : ~ ~ . . . . ' . ' Entered data from the server to the control device 9 is forwarded via the connection 15 to the service unit 2 - - -'. ~ during a temporary break ~.n the connection from the 15. control device 9 to the printer 8. After entry, w :~ addressing data incorporated in the produced and :a . .transmitted.data quantity is sent to the data register y , . . 16 for 1 activation ~ of its search ~ function. The data which- is found in the register comprises name and ~20 . address information for the circle of addresses within the territory which is covered by the agreed service via the service unit 2. If any electronic addressing capabilities' are found for the recipients in question .during-the searching this is selected with prioritizing ~:25~ ~ , . of 'the ~ connection : via the addressable ; unit 28 and thereafter via e-mail and finally by fax. Yf any of y these capabilities are available the service unit 2 produces from the quantity of data received from the :~~control, device 9 an invoice for the electronic ~.30 distribution which has been decided upon_ The above . ; ,-_ ~ , .mentioned, data ~is supplemented by- already entered data a, . , . , ~':'e ,. from the ~ sender: for printing 'out ~ a~ complete invoice with the sender's logo, etc. zn addition it is assumed that text will be included which provides information 35~ -to the effect that the communication corresponds to the -, sending of an original invoice and that there will be w no delivery by post.
Printed 09 0~ 20t~i. q~,~~~(3 ~ ~ -. . ...~ _, X06 :.04'-2001 ' . ~:~1?Q092i.~~9 0 at'id. P~TlSE00/005:65;:~?ESCPA p -.
,. ~~ .,.48 FAQ( 0317119555 w d ~,>:. . EPO 3t~NCHEN
w~. . ~.".a..... _ .~~ .~..._ u~ ~~r__~.. ~_. ~:, _ m»o . ~. ..~~.x;,:,~. ___ . __. ., ~..~. ~x~,a ..P, , . . . .. , ..
. A precondition for this operation being able to be carried out is that an electronic address for the recipient in question is found by the search. As, if .. , such is the case, the electronically transmitted ~w'S ~. . ~ invoice is to replace the postal service, the control ., .. device ensures that no data is supplied to the printer ' 8 so that no postal delivery takes place. However, if - ' '~' no . electronic address is found by the search, the data --..;:,y : .. . , .. ;
. .w quantity is 'returned to the control'- device for ' 10 forwarding to the printer B. The document thus produced ' ~ ~is handled in the normal way for postal delivery.
-Finally a report is sent from the service unit to the .,;,.
sender's accounting system 7 stating that the invoice has been sent and which communication medium was used.
:.15:;. . . . . .
' v : ~ . This use ~of the method using the ~contxol device and the . service unit is given as an example of the use for debiting. There is, however, no reason why it cannot be . ;used for other correspondence. fox example for follow . ~20~ up measures to debiting, such as reminders and dunning letters. However, it can also be used for other ~::ar~': . correspondence where the sender.' cannot. . Immediately find .: ~~:~; : ;~ which distribution paths are '~ available and where ' ~., ~ electronic transmission is preferable to the postal ~25 service.
.:,. .
t Within the scope of the invention it is also the case ., that the control device 9 can be extended to include :,;:. , additional .functions . An example'. of such a function is ~3~0~ ~ : that it ' is a . , . , . quipped for the programming of particular functions. For example, it is possible for the printer ' . : . . 8 only to be used temporarily for a certain function, . ,for example invoicing and otherwise to have a more general use. For this it is expedient for there to be a 35 program which is activated so that the above-mentioned function of the control unit can be put into effect, that is alternative production of printed communication or electronic communication via the service unit 2.
Prmted:09-04-2007 15', ACID Sl.
..06 04~00~=u. .EP00923239 O and PCT>SEOp1fl05!65 EPO ~ca~N DESCPAMD~~ v -.~,._ _ :~~~~..~.~..~ .48 FAa (317118555 ~,~~.., x".~~~ ~ ;~ . _..., ~t, ~._.
.: . _~~:~.:,.- .. __ a . ;i, '. . ~ - Z6 -When this program is not activated the printer is connected directly to the server or other device in the sender's unit for normal printer applications. zf, however, the above-mentioned program is put ~.nto . 5.. effect, this can also comprise the above-mentioned ' ~ supplementary data' for creating~~a document in those ' instances when it is preferred to transmit the company logo or other information for printing. out by the '~ printer instead of using pre-printed headed paper or '10~ forms. As mentioned, it is assumed that such supplementary data will be ab~.e to be entered in the . ., .r~ service. unit bu it, can also be found in a data program . . ;.:;~
~~'~ ~~ for ~ activation .of the printer by means of the control device. Activation of the control device will also mean '. 15 that the above-mentioned reporting function and v~v~ updating of the accounting system 7 are maintained in the event of invoicing and other accounting measures.
,,~ Activation of the programs which :.it is wished to use in ,;~,.
i. 20'~ the sender's unit can of course be carried out by command via, for example, the computer 4 or via a . . keyboard connected directly to the control device.
;' Another way is to connect in a diskette or CD-ROM
containing the program in question. A further ,25 possibility which is also envisaged, ~.s to provide the ; control device,or a device connected to this with a ,.;; .
; card reader . Using cards from which. the program can be . j .. , y.r ~ ~
. read off or activated from a memory, the required . function can be ensured by reading the relevant Cards.
30" The cards can be clearly marked so that no errors occur, which is important particularly in connection with accounting. The cards can also be distributed only ,. . , ~ .to . authorized , personnel, so that ~ misuse, for example v~"~~' ~' fraudulent debiting, can be prevented.
w , ~ Figure 2 shows in greater detail how received ~w correspondence can be handled according to the method . ~ win an internal system 35 on the premises of the Punted 09 04 2001 ' .:: . ,, . - ~ pMD StvE'f . 1,G
D6 04::2fl01~. EPOp92~239 0 and FCTlSE001005fi5 Ep0 ~iQNCgEN DESCPAMD
.48 FAa 0317118555 ~.~c. .~.~ ~.., _.. ~~:.a"..4~_ .;.. s,:~..,~. .. . «~ m.~. __.w.T. _.. .,. , . _._ _ ~ ...
r , - ' . CA 02367083 2001-09-21 . ' . - 1~ -_~ ' recipient (between and to the left of the dotted ,. lines). Above the upper dotted line there are the ~. distribution methods 25-28 as shown in figure 1 and r , , ~~~ '.whichhere symbolize the paths.' -for the correspondence r 5.~ coming to the 'system 35. Below the lower dotted line are the salve distribution methods 25-28 but here , symbolizing the paths for outgoing correspondence, :,which is occasioned by the respective incoming correspondence. To the right of the dotted. vertical .. 10 line is the service unit ~2. The unit I for outgoing ~. ' ;r'~ v~ correspondence 'is indicated by a ~~box outlined by dotted . ' ~~ v lines . ' It can be assumed that most of the users of the ., .
method and the system will have the need to be able both to send and receive correspondence. Here separate . , ' -15 .:internal systems are described for these functions but in practice it can be expected that they will. be integrated with each other to form a complete ~' ~"~v-correspondence unit which can be.~designated 1,35.
20 The devices incorporated in the internal system 35 can , ;
w , ~be defined in the following way: a sorting station 36 ' . . :to which postal correspondence 25, fax mes$ages 26 and w . .. e-malls 27 are directed. The incoming material is then sorted, which can be assumed to be carried out '. 25~;.':manuelly,, into ~. mail , that is - to ~ be processed by some ~~ ernployee,~ see the box 37, and mail where the data it . ~ contains can be entered via, for example, a computer .into. a server 38 for the storage of data for processing '. ~~'~:,internally. Such data can, for example, be information '30 from incoming invoices which is recorded manually. Such data can also arrive at the server 38 from employees, :,~r:: ~ box, 37. .
;.
Electronically addressable data, box 28, is assumed to 35 be entered in the server for data processing directly, without going via the sorting station 36. As indicated by the arrow 40 it is assumed that the server 38 is connected to the unit 1 for.~the production and dispatch Printed:00-04 20Q~ ! ~ v ~~~~Q Si~T ~ 1?r oe c~4 ~~ui: . 5 ~~~u~~i.~~~ u.ana ru rstuu~uu5b5: o utSC~rAnnu ." .. . z4....: ~.~,~~.49 FA7C 0317119 55 ~s~;~.e~~~,.F r"~~,.~_ :.~~
........~~., ~~.._~ ... .. . EP ~i~NCHEN , .... .. __ ,_ . . _ ' ~ CA 02367083 2001-09-21 - le ;~~ of-correspondence, cf. the situatiowin figure 1. It is ..
~~ therefore possible for the server functions for 6 and ~38~to ~be processed and stored in the same internal .: ~ .
system_ what has been described so far concerns the purely internal handling. If, however, the service unit 2 is .
, ,.
. , _ :'~~~ ~:~ also ;used for handling ~Lncoming. data, .: the sorting .
,. station 36 is 'tv be connected' to the ~ service unit 2 ~- ' directly or via a scanner 41. At least to a certain i extent addressable messages are thereby also taken via .
' ' the distribution path 28 to the service unit 2 for transmission via this to the server. Employees, box 37, ' are also connected to the service unit directly or ' 1:5~~: . possibly also ..:via a scanner. The service unit 2 is preferably arranged for such data processing so that at ., least to a certain extent scanner messages can be .~,., ~~analysed (OCR function) for the production of,' for .'w example, sender identification for further automatic 20 data processing where such is possible. when such data is .produced it is transmitted to the correspondence ~,~u;:: 'system 1,35 for' registration. .
. .:_ . . .
, ,. .
For the distribution paths for outgoing correspondence, ,: 25, see the lower boxes 25-2B, it is the case that what was ;stated in connection with the description of Figure 7.
applies. It is assumed, as for the previous example, that correspondence via the postal services is prepared v :.,;z;,.~:..internally within the company via ~ a combination of the :.. ; . .
..
' 30:~ control device ;,9 and the printer H: In addition it can be assumed that a fax machine 26 .zs available and also w. ,. .sending capabilities for e-mail 2? and possibly also 'addressable transmission capabilit~.es 28. It can therefore be expected that the employees, box 37, often 35 send their correspondence wi.a one of the abovementioned distribution paths without~making use of the service unit. However, if it is wished to use the service unit in the way described above for the selection of the Pr~nted;09-04 2001 ~~~
~~ .
.,..~
y~-u4-2uu~-.~:. ~truu~~~~;~~ u-ana r~ ~ ~5tumuu5u5 utStrAnnua..
.a . .. .49 FAIL (31711$555 __~~...~. ,..~. . . .,.. .:.,.~_.~ . _ _.._.. .H.
..... EPO ~t~ICHEN . . ,. ~... . . .:~~.e . ._~; : . , : , . . .
1 . ."~.'° ~ . . ~ - 19 - ~ ~ .
distribution path, this requires a direct connection to .the serv~,ce unit or a connection via a scanner. ~ The _ ..
. ~ :server 38 is also assumed to have a bi-directional connection with the service unit 2, suitably as in the ~~ ~ 5 first example via a control unit such as the control ' !~ ~ , -, r: ,:. unit 9 . . ; , , ' ; ' . . . .
. ;_ ;.. ~ . . . , Data can thus arrive at the service unit 2 from various ..~ sources: from a system 28 for addressable electronic ,.
.. ..
~~1'0 ;messages, from the sorting station 36 either directly ... . or via a scanner, from the employee. box 37, and -from . ~~ the server 38 directly or via a. control device.~For ~'~~ ' ' 'r:~~:: w~data~ arriving ~'from~ the sorting :station 36 and/or the . r r ~.~~:-.~ .. . , . . . ., ; . . . .
. : , ' ~':~ : ~ employee vor ~ from the server 38 and then via a control .' 'T5 unit, the task of the service unit is to carry out the -~ described search operation and implement distribution . :~ , .: ~ : ; in the way described. in connection with figure 1.
,_ Several benefits are gained by means of the method and ':20;~ : :the.: system, according, to the invention. We, have already jw.f . . .
.. .~~pointed out the ability to select the most advantageous distribution path in a simple way by making use of an ._,.. ' , .automatic process controlled by the separate database . 'i ..
~ . ..: :equipped with search functions for addresses in a ..25 comprehensive address directory. This handling can be . ,_ , ' . : expected to provide the impetus for the user's network ~,.;;r;, :. of contacts to '.change over to electronic communication, _ : , ' ~ .: ..;,. . . . . ~ : , .:. whereby an even larger circle ~is . created' within which ,.
this rational means of communication is used regularly.
3a :It~should be added that the,use of the service unit for ~distribution, both the internally initiated distribution and the distribution initiated by the . >' . ;incoming correspondence, can constitute a reason for ~3~5', , ., transferring additional services 1 to the ~ database. 8y means of the channels of communication which are set ;. v , up, it can be expedient to carry out book-keeping by ,means of the organization of the database, which Printed:09 04-2001 .~9, ._ . ADO . , =-06 04'200~'r~ 55 abN00g27239 0 and.N(.-.II~tQUlUU5d5 EPO bi~NCHEN
UtS~:!!~'AMU:
.49~FAg'05'171195 ~~.,...ax. ..:_...... . _.,....,~r:.~. _~F .s_ ..,. ._... .
.~ ._.3 ~_ < .a-M9 . j.: , ~ .
. .
'_ particularly for smaller companies can result in lower . ' '. ...r~~~~ handling costs; . greater security~.and reduced need for personnel than' with corresponding internal financial ' . handl~.ng.
;.;, ;.5 ' .The description above is based on the fact that the ' 1 printer 8 For the printing out of documents which are to be sent by post is situated ' in connection with the . ~ '~:. vsender unit. 1 '. rather than closely connected to the .~
. . 'service unit 2 : The control ~ device ~ 9: ~ can thereby ', w operate in such a way that the service unit only .'. .handles electronic distribution of the computerised . ' ~ ~ ~ information.' while on the other hand information which ' ' . ~ -; ~ is to be sent by post i~s handled by the sender unity s ~..15 printer 8, so that a document is produced which can be .c~..:..~:_~.~~;.:,.:;handed'to the. postal services on~:theypart'~of the sender ' :.~;v- v ~ unit . This .. can be a suitable embodiment of the ' . . i.nvention, particularly if there is a large quantity of ,transmissions in document form via post or in svme ~2'0~',other way such as by courier, for which electronic addressing is not applicable. For example, the ';:~ . addressees concerned may not have fax' or an e-mail . r' . . ~ waddress oz' the consignments : can largely concern .~. .'-~'~. ~ original documents . ~ ~ ' . : .
25 v . Within the scope of the invention the system procedure ': .~ .can, however, be such that one or more printers are .connected to the service unit, so that the. control device or other control function connected to the ~30 .service unit activates the connected printer for the v::~ 11~. s.' ~ ' . i .
. ~~r~:~v ~~.printing,:out of . the documents ~'~for . which; searching in the address directory of the service unzt reveals that there is no address for electronic distribution .°i'~:available. The document can then be processed for v.35 forwarding as a service within the service unit.
i ' ,.. ,.
Printed 09 04 200:1 q~b ~,~ 20 ... ~...
0E 04 20U'l, ~ ; qg FAg 0517119555 :"~POa92'1239 0 c'~,)'ld PGTl5~U0/QO~fiS
. . .z., ~~ , ~.~.~~~; ~.. xr~.__~,....~,u .,.~ .. ~~x ..~,~ .R,. ~ .'~ EPO
MLhVCHEN L7~5~,,NAMU
. : . _al_ .
This can be the most suitable embodiment when it is not w~.shed to process some document consignments within the . ~~~ ~ ' sender unit.
;~ .S. Of course data for the document consignments which are a v , ~.' , . not , processed within the u. er unit utust be reported to ;,. : ' .
=.~ ~ : , they: relevant ~furiction address in~vthe 'same .' I
. , ., .. , . .
.:.a: ., ' . :., ,.:
' ~ ''~~ : , ~ . . . ~. : .
i . , ..:~ , . ..
. ;.; :, : . . . , . . . ,_ , ~ . - .;'i'. ~ _ . . . ' .
.. :' , ': . ~ . . . ~ ~ . ~ : - .
. . ~. '~' .. . .
. . nl. ~ a ~ ' ~:::'~i: -:;" ' ' , . ( . - , I . . . . s .t . i.. .~ . . . ..7 . . .. .
i . . . ' , ' -1 ,
Claims (4)
1. Method of computer controlled distribution of information via a number of different alternative communication channels from a computer-based sender unit (1) producing electronic data corresponding to the above-mentioned information which is including data indicating a postal address of a intended recipient (3) unit (25-28) and being adapted to control a printer (8) to print said information, characterized in that the above-mentioned data via a transmission tine (15) is transmitted to a service unit (2), in the service unit the respective postal address data is transmitted to a data register (16) containing a comprehensive directory of electronic addresses as e-mail addresses and telefacsmile numbers together with the corresponding postal addresses for the respective recipients unit and a data searching means being activated, when data relating to a postal address is received from the sender unit, to perform a search of an electronic address corresponding to the postal address received, and if such electronic address is established said data relating to the information corresponding to said address data is forwarded to the electronic address established by means of the search, while if no corresponding electronic address is established the data is forwarded to the printer (8) thereby activating it to print the information inclusive the postal address thereby producing a document adapted to be distributed by mail to the intended recipient (3) unit (25-28)
2. System for computer-controlled distribution of information via a number of different, alternative communication channels utilizing the method according to claim 1, the system comprising as a part the computer-based sender unit (1) provided to produce electronic data corresponding to said information which is including data indicating a postal address of an intended recipient's (3) unit (26-28), and being adapted to control a printer (8) to print said information, characterized by a service unit (2), a transmission line (15) connecting the sender unit (1) and the service unit (2) and provided to transmit said electronic data produced by the sender unit to the service unit, in the service unit a data register (16) containing a comprehensive directory of electronic addresses together with the corresponding postal addresses, data searching means provided to be activated by means of reception of said postal address data to search of an electronic address corresponding to the postal address received, a connection device (17) provided to forward the information data corresponding to said address data to the electronic address when such an address is established by the search, and to forward said data to the printer (8), when such an electronic address not is established by the search activated on reception of said data, to print the information inclusive the postal address the printer thereby producing a document adapted to be distributed by mail to the intended recipient (3) unit (25-28).
3. System according to claim 2 for computer-controlled distribution of information via number of different, alternative communication channels the system comprising as a part the computer-based sender unit (1) provided to produce electronic data corresponding to said information, which is including data indicating a postal address of an intended recipient's (3) unit (25-28), and being adapted to control a printer (8) to print said information, and as another part a service unit (2), a transmission line (15) connecting the sender unit (1) and the service unit (2) and provided to transmit said electronic data produced by the sender unit to the service unit, in the service unit a data register (16) containing a comprehensive directory of electronic addresses together with the corresponding postal addresses, data searching means provided to be activated by means of reception of said postal address data to search of an electronic address corresponding to the postal address received, a connection device (17) provided to forward the information data corresponding to said address data to the electronic address when such and address is established by the search, characterized by the service unit (2) being provided to perform a computer-based analysis of the content of the information, which by means of said search is established to be forwarded by electronic communication to a recipient's (3) unit (25-28), and being provided to complete said information data, with data based on said analysis and for effecting computer-based treatment of the information data at the recipient unit (35), including specifications for internal distribution in the recipients unit.
4. System according to claim 3, characterized by that the said analysis is directed towards information relating to economical matters as debiting particulars containing numerical information in a great extent.
Applications Claiming Priority (3)
| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| SE9901069-6 | 1999-03-24 | ||
| SE9901069A SE512898C2 (en) | 1999-03-24 | 1999-03-24 | Process for computer controlled distribution of information through a number of different communication systems and systems for application of the procedure |
| PCT/SE2000/000565 WO2000057322A1 (en) | 1999-03-24 | 2000-03-23 | A method for computer controlled distribution of information over a number of different communication systems and a system for the accomplishment of the method |
Publications (1)
| Publication Number | Publication Date |
|---|---|
| CA2367083A1 true CA2367083A1 (en) | 2000-09-28 |
Family
ID=20414981
Family Applications (1)
| Application Number | Title | Priority Date | Filing Date |
|---|---|---|---|
| CA002367083A Abandoned CA2367083A1 (en) | 1999-03-24 | 2000-03-23 | A method for computer controlled distribution of information over a number of different communication systems and a system for the accomplishment of the method |
Country Status (8)
| Country | Link |
|---|---|
| EP (1) | EP1185944A1 (en) |
| JP (1) | JP2002540509A (en) |
| KR (1) | KR20020003868A (en) |
| CN (1) | CN1348567A (en) |
| AU (1) | AU4157700A (en) |
| CA (1) | CA2367083A1 (en) |
| SE (1) | SE512898C2 (en) |
| WO (1) | WO2000057322A1 (en) |
Families Citing this family (1)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| US20060021013A1 (en) * | 2004-07-12 | 2006-01-26 | Kabushiki Kaisha Toshiba | Method of transmitting data |
Family Cites Families (2)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| US4713780A (en) * | 1985-04-15 | 1987-12-15 | Express Communications, Inc. | Electronic mail |
| US6306072B1 (en) * | 1995-02-01 | 2001-10-23 | Ferag Ag | Method and system for production and decentralized delivery of printed products |
-
1999
- 1999-03-24 SE SE9901069A patent/SE512898C2/en not_active IP Right Cessation
-
2000
- 2000-03-23 EP EP00921239A patent/EP1185944A1/en not_active Withdrawn
- 2000-03-23 WO PCT/SE2000/000565 patent/WO2000057322A1/en not_active Application Discontinuation
- 2000-03-23 AU AU41577/00A patent/AU4157700A/en not_active Abandoned
- 2000-03-23 CA CA002367083A patent/CA2367083A1/en not_active Abandoned
- 2000-03-23 JP JP2000607127A patent/JP2002540509A/en not_active Withdrawn
- 2000-03-23 KR KR1020017012132A patent/KR20020003868A/en not_active Application Discontinuation
- 2000-03-23 CN CN00806667A patent/CN1348567A/en active Pending
Also Published As
| Publication number | Publication date |
|---|---|
| SE9901069L (en) | 2000-05-29 |
| CN1348567A (en) | 2002-05-08 |
| EP1185944A1 (en) | 2002-03-13 |
| WO2000057322A1 (en) | 2000-09-28 |
| JP2002540509A (en) | 2002-11-26 |
| KR20020003868A (en) | 2002-01-15 |
| AU4157700A (en) | 2000-10-09 |
| SE9901069D0 (en) | 1999-03-24 |
| SE512898C2 (en) | 2000-05-29 |
Similar Documents
| Publication | Publication Date | Title |
|---|---|---|
| US7854381B2 (en) | Shipment tracking method, device for the implementation of the method and printing device | |
| US6557000B1 (en) | Method of updating an addressee database in a mail sorting apparatus | |
| CA2474376A1 (en) | System and method for processing returned mail | |
| DE19617557A1 (en) | Method for determining the cheapest carrier and mail processing system with personal computer and with a method for data processing | |
| DE19617476A1 (en) | Method and arrangement for data processing in a mail processing system with a franking machine | |
| US20190005348A1 (en) | Intelligent delivery system based on metrics and analytics | |
| EP2017791A1 (en) | Method, device and logistics system for conveying a postal item | |
| EP1154363A2 (en) | Address managing system | |
| CA2367083A1 (en) | A method for computer controlled distribution of information over a number of different communication systems and a system for the accomplishment of the method | |
| US20050097139A1 (en) | Method and system for delivering a message | |
| US20050075987A1 (en) | Method for capturing and processing information in a communication system | |
| NO325771B1 (en) | Procedure for distributing mail | |
| EP1408431A1 (en) | Forwarding system and forwarding method | |
| DE102007059327A1 (en) | Method and system for processing mailpieces | |
| US20040049731A1 (en) | Ordered card manufacturing system | |
| WO2007022805A1 (en) | Method and device for address recognition for redirection of goods | |
| KR102151791B1 (en) | System and method to using rfid and identification code for managing postal matter | |
| JP3793699B2 (en) | Delivery processing method and system | |
| EP2015235A1 (en) | Mailing system for a package and method for processing the package | |
| KR20000036924A (en) | Off-line mail delivery method that is using internet. | |
| WO2002030583A2 (en) | Method for processing letter and/or goods consignments | |
| KR20020012090A (en) | The method of sending postal mail using internet and postal kiosk | |
| JPH06208567A (en) | Bar code control method and distribution control unit applied with the same | |
| AU2007200751A1 (en) | Improvements relating to mail handling systems | |
| AU2011265477A1 (en) | Improvements relating to mail handling systems |
Legal Events
| Date | Code | Title | Description |
|---|---|---|---|
| FZDE | Dead |