Automated invoice processing with Exact Globe

ImageCapture for Invoices is user-friendly scanning and recognition software for automated invoice processing with Exact Globe. The software automates the entire process of importing, matching, approving and archiving your purchase invoices, expense claims, sales orders and packing slips in Exact Globe. ImageCapture integrates fully with Exact software and, when processing invoices, uses all the master data and booking logic from your Globe administration, without the need for periodic synchronization. You manage your data exclusively in Exact. When using ImageCapture Workflow to approve your invoices, booking entries are blocked for payment when created in the Exact Globe Purchase Journal. The extensive workflow functionality ensures that even complex invoices can be handled correctly. Users can approve or reject invoices, delegate, ask a question or take over if a colleague is absent. The invoices can also be found quickly in the digital archive. Are you using Synergy for the digital approval of the invoices? Then the invoices are booked in the Incoming Invoice Register in Exact Globe.

 

The advantages of automated invoice processing with ImageCapture

  • Extensive recognition and matching of invoices at header and line level
  • Scanning of paper invoices, automatic import and processing of PDF, UBL and XML invoices
  • Processing of purchase invoices, sales invoices, sales orders and various other documents
  • Extensive workflow functionality such as adding attachments, delegating and monitoring
  • Digital archive with optional management reporting tool
  • ImageCapture is compatible when Exact Synergy is used for approval
  • No limit on the number of documents processed

The process in ImageCapture

Importing

Invoices received by mail are scanned, invoices received by email, e-invoicing or portal are imported and ready to be processed in ImageCapture. In this phase you can assign free fields such as accounting codes and booking date. These fields get their information from your Exact Globe administration so that periodic synchronization of master tables is not necessary.

Coding

By using all available master data and booking logic from Exact Globe, ImageCapture provides an automatic booking proposal for checking and further coding of the invoice. This supports all administrative fields such as general ledger accounts, cost centers, cost carriers and project codes which can be exported via the Exact Connectivity Client. For invoices that are regularly broken down into several booking lines, ImageCapture for Invoices offers the great advantage of line recognition. This allows an imported invoice to be presented directly as a booking proposal with multiple booking lines.

Matching

In addition to coding general cost related invoices, purchase order invoices can be directly matched to open orders and/or receipts in Exact Globe. ImageCapture not only processes the invoice at header level, matching invoice amounts to the total value of the purchase order number’s receipt lines, but depending on the invoice layout, the software also reads the invoice lines. These are checked for item number, quantity, description and gross/net prices. When matching the purchase order and invoice, differences in quantities and purchase prices are immediately visible at the line level. In case of any discrepancies, administrative corrections can be performed such as changing the expected purchase prices or booking price differences and freight costs. In case of large differences, the entry can be created as a blocked item, pending the 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 can be set up per creditor or administration, and can be used for purchase order invoices. For instance, if the invoice matches the previously placed order in Exact Globe, the invoice can be processed automatically. Also UBL invoices can be processed fully automatically in this way as well as the general invoices of your selected creditors. For example when invoices contain monthly recurring charges or when recognition of these invoices is always 100%.

Entry


After the invoices are checked and processed, they are digitally archived and the booking entries are created in Exact Globe. When using workflow for digital approval, the entries are blocked for payment until they are approved.

Approving

During creditor recognition, the appropriate authorization list is also immediately selected, based on the procuration scheme in ImageCapture, taking into account preset threshold amounts. The authorisation scheme can be configured according to creditor, administration, type of invoice or other accounting dependencies. Approvers automatically receive an e-mail notification that invoices are ready for review in ImageCapture, along with a link to the ImageCapture Web client. The digital document is already available at that time from the booking entry and other angles in Exact Globe. The extensive workflow functionality allows the approver to not only approve or reject an invoice, it is also possible to ask a question to a colleague, delegate the invoice to a colleague or skip it, for example when waiting for an answer from the supplier. When reviewing the invoice, all the current booking information from Exact Globe is visible, including information at logistics level, such as order number, prices and quantities. Also shown are the approvers still following in the review process and all audit trail information from the previous process steps. From the moment the 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 set up very dynamically, for example on the basis of booking fields such as administration, ledger account or amount. The archive functionality can be expanded 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 payment terms of suppliers. 

 

INVOICE APPROVAL VIA EXACT SYNERGY
ImageCapture also fully supports the approval process using Exact Globe IFR and Exact Synergy IFR. The bookings are created in Exact Globe IFR (Incoming Invoice Register) with the status blocked, after which the Exact Synergy IFR approval requests are automatically generated. After final approval the booking is transferred to the Exact Globe Purchase Journal.

Success stories with Exact Globe & ImageCapture

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