Automated invoice processing with NaviTrans

ImageCapture for Invoices is user friendly scanning and recognition software for the automated invoice processing and archiving with NaviTrans. ImageCapture integrates fully with the NaviTrans 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 NaviTrans to manage your data.

Matching & workflow

Charter invoices are automatically matched with purchase orders in NaviTrans. ImageCapture Workflow provides you with the possibility of digitally approving your invoices within the automated invoice processing with NaviTrans.

Document as attachment

The consignment note, which in many cases is sent along with the charter invoice, can be processed separately in ImageCapture using the ImageCapture for Documents module. In this case, the document is attached to the digital invoice and also linked to the digital transport file in NaviTrans.

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Importing

Invoices received by mail are scanned, invoices received by email, e-invoicing or via a portal are imported automatically and ready to be processed in ImageCapture. At this stage, you can assign free fields such as company, administration and posting date. These fields get their information directly from your NaviTrans administration. This eliminates the need for periodic synchronization of master tables.

Using OCR recognition, the invoice is automatically linked to the correct creditor in the administration, 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 appears that certain invoice data is not being read sufficiently, a one-time operation is sufficient to further optimize recognition.

If the creditor is not yet present in your administration, it can be created or updated directly from ImageCapture.

Matching

Using all available master data and booking logic from NaviTrans, ImageCapture provides an automatic booking proposal for checking and further coding of the cost invoice. This supports administrative fields such as transport orders, accounts and VAT 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. For example, consider a fuel invoice that may consist of a large number of invoice lines.

In addition to coding cost invoices, charter invoices can be matched directly to registered purchase positions in NaviTrans. In case of discrepancies, administrative corrections can be made such as changing purchase prices or booking price differences and other costs. For large discrepancies, the entry is created as a blocked entry pending receipt and processing of a credit note.

Robotic accounting

It is possible to fully automate invoice processing in ImageCapture, without human interaction. This can be done using robotic accounting functionality. This functionality can be set up per creditor and used, for example, for charter invoices. If they match 100% with the pre-calculation in NaviTrans, the invoice can be booked automatically.

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

Approving

During creditor recognition, based on the procuration scheme in ImageCapture, the appropriate authorization list is also immediately selected, taking into account preset threshold amounts. The procuration scheme can be optionally configured based on creditor, administration, invoice type or other accounting dependencies.

Billers automatically receive an e-mail notification that invoices are ready for review in ImageCapture with a link to the ImageCapture Web client. At that time, the digital document is also already retrievable from the booking and other perspectives in NaviTrans.

The extensive workflow functionality allows the approver not only to approve or disapprove, 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 booking information from NaviTrans is visible. Also displayed 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 perspectives in NaviTrans.