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.
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%.