Automated invoice processing with e2open

Invoices arriving by mail are scanned, invoices arriving by email or e-invoicing are read and processed in ImageCapture. At this stage, you can assign free fields such as administration and booking date. Tables from e2open are read directly for this purpose, without the need for file-based data exchange.

Using OCR recognition or UBL processing, the invoice is automatically linked to the correct creditor in e2open , after which invoice data is read based on free form recognition. One of the advantages of automated invoice processing with ImageCapture for Invoices 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.

Using all available master data and booking logic from e2open, ImageCapture provides an automatic matching proposal for review and further coding. Here, administrative fields such as files and activity codes are fully supported. When matching, invoices can be linked to multiple files in e2open, and when further differentiating at line level, individual booking lines can be added directly, for example for the purpose of processing subsequent expenses.

For invoices that are regularly broken down to multiple posting lines, automated invoice processing with ImageCapture for Invoices 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.

In addition to encoding cost invoices, charter invoices can be matched directly to registered purchase positions in e2open In the event of discrepancies, administrative corrections can be made such as processing post-calculation costs on the invoice or booking price differences and other costs.

Robotic accounting

It is possible to have invoices fully automated in ImageCapture, without human interaction. This can be done using robotic accounting functionality. This functionality can be set up per creditor and used, for example, for charter invoices; if they match the pre-calculation 100%, the invoice can be booked automatically. UBL invoices can also be processed fully automatically in this way.

After the invoices are automatically checked and supplemented where necessary, the invoice registration is automatically created in e2open.

The underlying invoice document is directly retrievable from the registration as an attachment in e2open.

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 booking is then already entered in e2open with the status “blocked for payment”. The digital document is also already retrievable from the booking in e2open 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 not only to approve or reject, but it is also possible to ask a question to 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 e2open 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 your invoices at all times and keeps you in control of costs, lead times and supplier payment terms. In addition to digital archiving of invoices in the ImageCapture archive, the digital document complete with audit trail is also directly retrievable from booking and various other angles in e2open.

After invoices have been electronically (automatically) approved, the invoice registration can be converted directly in e2open to a final entry.

The linked document with full audit trail of processing and approval, in addition to being available in the ImageCapture archive, remains directly retrievable from e2open.