Automated invoice processing with ERPBOS

The process in ImageCapture 

Orders and Receipts

Receipts and orders are recorded in the ERPBOS administration. Underlying documents are directly retrievable from there.

Inlezen

Invoices coming in by mail are scanned, invoices coming in by email, e-invoicing or portal are imported and ready to be processed in ImageCapture. At this stage, you can assign free fields such as accounting codes and posting date. These fields get their information directly from your ERPBOS and Exact administrations, eliminating the need for periodic synchronization of master tables.

Using OCR recognition or UBL processing, the invoice is automatically linked to the correct creditor, 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.

Coding

For the processing of cost invoices without a prior purchase order, an automatic booking proposal is generated directly in ImageCapture where all details such as cost center, carrier and projects can be included in the booking in Exact. Checks for duplicate entries are performed automatically and, if necessary, the previously archived document can be opened directly from the ERPBOS and/or Exact for verification.

During processing, the correct approver is automatically selected based on creditor, ledger account and various other dependencies such as threshold amounts. Manually, approvers can be added to the document to be approved.

Repeating Entries

For repetitive invoices coming from certain suppliers that you know in advance need to be itemized in a certain way, ImageCapture is able to remember these mutations. This eliminates the need for you to perform these operations manually the next time an identical invoice arrives from that supplier. The more often you use this functionality, the smarter you make the software.

Matching

ImageCapture offers purchase order-driven organizations in interfacing with ERPBOS and Exact the ability to match invoice data directly to purchase orders and receipts in ERPBOS and Exact.

Depending on the line data available on the invoice and the presence of the item code information in the ERPBOS item tables, it is possible to match invoice data at both header and line level. At that point, price differences and/or differences in quantities at line level are highlighted with a color.

The result of the invoice matching is presented for verification in the booking screen. The booking is automatically enriched with all booking data previously recorded within ERPBOS or Exact on the order line. At this stage it is possible to modify or further enrich read data with administrative data from Exact.

When using invoice matching in ImageCapture, it is possible to use adjustable thresholds to automatically match the invoice. All discrepancies can then be made available as log information in the subsequent digital approval in ImageCapture.

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 or administration and used, for example, for purchase order invoices. When these match 100% with the previously placed order in ERPBOS, the invoice can be booked automatically.

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

Booking Exact

After the invoices are checked, matched and booked, the entries are created directly in Exact, if desired status blocked for payment, archived as an attachment document of the booking in Exact. The documents are then directly accessible from the booking, the accounts payable card and the general ledger card.

Subsequently, the invoices booked in Exact are processed directly in ERPBOS and booked to the open purchase order(s). The combination document of invoice and attachment documents can also be retrieved from ERPBOS if required.

Booking ERPBOS

To approve the invoice and unlock the open item in Exact, the booking and deletion of the open order lines in ERPBOS takes place via the ERPBOS – Scan Sys link.

All relevant invoice information read in from ImageCapture is then automatically linked to the correct ERPBOS order line. The invoice document is directly accessible from ERPBOS.

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 Exact Online or Globe with the status “blocked for payment”. Also the digital document is at that moment already retrievable from the booking in Exact Online or Globe. When the approver logs into ImageCapture, a complete overview of invoices to be approved and invoices pending is displayed.

With the extensive workflow functionality, the approver can not only 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 posting information from Exact Online or Globe 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 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 angles in Exact Online or Globe

30 jaar Scan Sys

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Maarten Productspecialist

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The benefits of automated invoice processing with ERPBOS summarized

  • Full integration with ERPBOS and Exact Online or Exact Globe
  • Uniform processing of scanned and digital invoices in PDF and UBL format
  • In-depth processing at header & line level
  • Matching on orders and receipts
  • Approving via ImageCapture Workflow
  • Extensive digital archive with optional management reporting capabilities
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