Automated invoice processing with Transpas

ImageCapture for Invoices is user friendly scanning and recognition software for the automated processing and archiving of invoices in Art Systems Transpas. The software automates the processing, archiving and approving of your cost and charter invoices in Transpas.

ImageCapture fully integrates with Art Systems’ software and uses all master data and booking logic from your records when processing invoices. Thus, you manage your data exclusively in Transpas.

Matching

Charter invoices are automatically matched to the purchase positions recorded in Transpas. Any discrepancies between the purchase position and invoice can therefore be processed directly in ImageCapture.

Workflow

ImageCapture’s workflow functionality allows you to digitally approve your invoices. In this way, ImageCapture for Invoices automates the entire process of processing your invoices, from entry to payment.

Document as attachment

The consignment note that in many cases is sent along with the charter invoice can be processed separately in ImageCapture using the ImageCapture for Documents module. In this case, the document is attached to the digital invoice and additionally linked to the digital transport file in Transpas Enterprise.

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Reading

Invoices that come in by mail are scanned and invoices that come in digitally are read and available for processing in ImageCapture. At this stage, you can assign free fields such as company, administration and posting date. These fields get their information directly from your Transpas Enterprise administration. This eliminates the need for periodic synchronization of master tables.

Using OCR or UBL processing, the invoice is automatically linked to the correct creditor in the administration, after which invoice data is read based on free form recognition. One of the advantages of automated invoice processing with ImageCapture is that there is no need to create templates in advance before they can be recognized.

If, when checking invoices, it becomes apparent that certain invoice data are not being read sufficiently, a one-time operation is sufficient to further optimize recognition.

Matching

Using all available master data and booking logic from Transpas Enterprise, ImageCapture provides an automatic booking proposal for checking and further coding of the cost invoice. This supports administrative fields such as transport orders, accounts and VAT codes.

For invoices that are regularly broken down to multiple posting lines, automated invoice processing with ImageCapture offers the great advantage of line recognition. This allows a read invoice to be presented directly as a booking proposal with multiple lines of coding. For example; a fuel invoice that may consist of a large number of invoice lines.

In addition to coding cost invoices, charter invoices can be directly matched to registered purchase positions in Transpas. In case of discrepancies, administrative corrections can be made such as changing purchase prices or booking price differences and other costs. For large discrepancies, the entry is created as a blocked entry pending receipt and processing of a credit note.

Robotic accounting

It is possible to have invoices processed fully automatically in ImageCapture, without human interaction. This can be done using robotic accounting functionality. This functionality can be set up per creditor or administration. The invoice is then booked automatically.

UBL invoices can also be processed fully automatically in this way, just like the invoices of your selected creditors. For example, when invoices contain monthly recurring charges, or when recognition of these invoices is always 100%.

Approving

During creditor recognition, based on the authorization scheme in ImageCapture, the appropriate authorization list is also immediately selected, taking into account preset threshold amounts. For example, based on these threshold amounts, invoices above a certain amount are only presented to management for approval.

The procuration schedule can be optionally configured based on creditor, administration, invoice type or other accounting dependencies. Billers automatically receive a notification that invoices are ready for review in ImageCapture with a link to the ImageCapture Web client. The entry is then already entered in Transpas with the status “blocked for payment”. The digital document is also already retrievable from the booking in Transpas at that time.

When the approver logs into ImageCapture, a complete overview of invoices to be approved and invoices pending is displayed. The extensive workflow functionality allows the approver to not only approve or disapprove, but it is also possible to ask a question of a colleague, delegate the invoice to a colleague or skip it, for example, while waiting for a response from the supplier. When reviewing the invoice, all current booking information from Transpas is visible. Also shown are the approvers still to follow in the review process and all audit trail information from the previous process steps.

From the moment invoices are imported into ImageCapture, they become part of the digital archive, including all booking approval and process information. The digital archive in ImageCapture is searchable with text labels. Access to the documents in the digital archive can be arranged very dynamically, for example, based on booking fields such as administration, general ledger account or amount.

The archive functionality can be extended with a management reporting tool. This gives you full insight into the status of invoices at all times and keeps you in control of costs, lead times and supplier payment terms. In addition to the digital archiving of your invoices in the ImageCapture archive, the digital document complete with audit trail is also directly retrievable from the booking and various other viewpoints in Transpas.