Automated invoice processing with Microsoft Dynamics F&O

ImageCapture for Invoices is user-friendly software for automated invoice processing with Microsoft Dynamics Finance & Operations. The software automates the entire process of entering, matching, approving and archiving your purchase invoices in Dynamics Finance & Operations.

Direct integration

ImageCapture fully integrates with Microsoft software and uses all the master data and booking logic from your administration when processing your invoices, without the need for periodic synchronization. You therefore manage your data exclusively in Microsoft Dynamics Finance & Operations.

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Importing

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 from your Finance & Operations administration, eliminating the need for periodic synchronization of master tables.

Using OCR recognition or UBL processing, the invoice is automatically linked to the correct creditor in F&O, 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 is not being read sufficiently, a one-time operation is sufficient to further optimize recognition.

Coding

Utilizing all available master data and posting logic from Finance & Operations, ImageCapture provides an automatic posting proposal, for verification and further coding of the invoice. This supports administrative fields such as general ledger accounts, cost centers, VAT codes and dimensions.

For invoices that are regularly broken down to multiple posting lines, 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 booking lines.

If it is important for the digital approval of the invoices that not only the received invoice is presented, but also previously scanned packing slips, time sheets or other performance documents, these can be added directly to the invoice both in the booking phase and later also in the workflow phase.

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

In addition to encoding cost invoices, purchase order-related invoices can be matched directly to open purchase orders and/or receipts in Finance & Operations. Here, ImageCapture not only reads the invoice 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, the software also reads the invoice lines.

Lines are matched on item numbers, quantities, descriptions, gross and net prices, among others. Thus, differences of invoiced prices and purchase prices become immediately visible at line level. In case of discrepancies, administrative corrections can be made such as adjusting the expected purchase price or by booking price differences and freight costs. For large differences, the entry is created as a blocked entry pending receipt and processing of a credit note.

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 Finance & Operations, the invoice can be booked automatically.

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

Entry

After processing and encoding the invoice in ImageCapture, the registration with linked document is exported in XML format to an import and processing functionality to be set up by the Finance & Operations partner.

If the invoices must first be digitally approved before they can be paid, ImageCapture receives an XML message back to confirm that the registration has been successfully read and processed. Consultation of the document can thus take place afterwards from all relevant perspectives in Finance & Operations.