Automated invoice processing with GLOVIA G2

ImageCapture for Invoices is user friendly scanning and recognition software for the automated invoice processing with GLOVIA G2. ImageCapture integrates fully with the GLOVIA G2 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 GLOVIA G2 to manage your data. Processed invoices are immediately validated and when using workflow for authorisation any invoices are created and put on hold.

The advantages 

  • 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 GLOVIA G2
  • Extensive recognition right down to line level
  • No limit on the number of records or documents
  • Workflow via ImageCapture 

The process in ImageCapture

Importing

Invoices received by mail are scanned, invoices received by email or e-invoicing are read 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 GLOVIA G2 administration, eliminating the need for periodic synchronization of master tables!

Coding

Using all available master data and booking logic from GLOVIA G2, ImageCapture provides an automatic booking proposal for checking and further coding of the invoice. This supports all administrative fields such as items, units, general ledger accounts, responsible parties and project codes. 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.

Matching

In addition to processing cost invoices, purchase order related invoices can be matched directly to open receipts in GLOVIA G2. Here ImageCapture processes the invoice, not only at header level, where read invoice amounts are matched to the total value of receipt lines of the purchase order number, but depending on the invoice layout, ImageCapture can also process the invoices at line level. Lines are checked for item numbers, quantities, descriptions, gross and net prices, among others. On this basis, when matching on purchase order at line level, differences of invoiced quantities and purchase prices are immediately visible.

In case of discrepancies, administrative corrections can be made such as changing the expected purchase prices or booking price differences and freight costs. For large differences, the entry is created as a blocked entry in GLOVIA G2 pending receipt and processing of a credit note.

Entry

After the invoices are checked and enriched, they are digitally archived and bookings are created in GLOVIA G2. The scanned documents are retrievable from the booking.

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 GLOVIA G2. 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 GLOVIA G2 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. 

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