Automated invoice processing, SAP Business One and ImageCapture for Invoices

ImageCapture for Invoices is user friendly scanning and recognition software for the automated processing and archiving of purchase invoices, sales invoices, delivery notes, confirmation orders and project files in SAP Business One. ImageCapture integrates fully with the SAP BO software and when processing your invoices, makes use of all master data and accounting protocols used in your system without any need for periodic synchronisation. In this way you exclusively use SAP Business One to manage your data. 

 

The advantages of automated invoice processing with ImageCapture

  • No more errors that manual processing causes
  • Faster throughput and processing of invoices
  • Documents are always available in digital form and are never lost
  • No need for a paper archive
  • Full integration with Exact Globe and Synergy
  • Extensive recognition right down to line level
  • Amendments to creditor and debtor details in ImageCapture
  • No limit on the number of records or documents
  • Processing of sales invoices, purchase invoices, and other documents
  • Workflow via ImageCapture

 

 

Invoice processing with ImageCapture

 

Invoice processing -> scanning or reading

Invoices that come in the post are scanned, invoices that come in by email, e-invoicing or a portal are read and are then ready to be processed in ImageCapture. At this stage you can assign the free fields such as administration codes and the date the invoice is recorded. These fields extract their information directly from your SAP Business One records and this means there is no need for periodic synchronisation with master data tables.

Invoice processing -> checking and coding

By making use of all available master data and record protocols in SAP BO, ImageCapture offers an automatic entry proposal as a check and further coding of the invoice. In doing this all record fields, such as ledger accounts, cost centres, cost units and project codes are supported.
For invoices that are often split into multiple lines, automated invoice processing with ImageCapture for Invoices offers the great advantage of line recognition. By doing this an invoice that has been read can be immediately presented as a proposed entry with multiple lines of codes.

Invoice processing -> checking and matching

In addition to coding cost invoices, purchase order related invoices can be immediately matched with outstanding orders and/or receipts in SAP Business One. In doing this, ImageCapture not only reads the invoice’s header, which matches the total value of the read invoice’s amounts received lines of the purchase order number, but depending on the invoice lay-out, also reads the invoice lines. The article numbers, numbers, description, gross and net prices are also read. Based on these, matching is carried out at on the purchase order at individual line level to reveal any differences in invoiced numbers and purchase prices. If there are any deviations, administrative corrections can be carried out, such as the amendment of the expected purchase price or entering price differences and freight charges. In the cases of large disparities, the invoice will be created and put on hold in SAP BO, whilst awaiting the receipt and processing of a credit note.

Invoice processing -> entry and archiving

After the invoices have been checked and enriched, they are digitally archived and the entries are created in SAP Business One. The scanned invoices can be called up from the registered records.

Authorisation via workflow

You can also seamlessly connect the authorisation process when using ImageCapture Workflow. The records in the creditors system allows you to always be aware of the approval status and invoices no longer have to be physically sent and any input costs are immediately visible to view on your summary screen. The invoice is only released for payment once the authorising officers have approved them.

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