During creditor recognition, based on the authorization scheme in ImageCapture, the appropriate authorization list is also immediately selected, taking into account preset threshold amounts. For example, based on these threshold amounts, invoices above a certain amount are only presented to management for approval. The procuration schedule can be optionally configured based on creditor, administration, invoice type or other accounting dependencies.
Billers automatically receive a notification that invoices are ready for review in ImageCapture with a link to the ImageCapture Web client. The entry is then already entered in Prodin with the status “blocked for payment”. The digital document is also already retrievable from the booking in Prodin at that time. When the approver logs into ImageCapture, a complete overview of invoices to be approved and invoices pending is displayed.
The extensive workflow functionality allows the approver to not only 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 pending a response from the supplier. When reviewing the invoice, all current booking information from Prodin is visible, including at the logistics level, such as prices, item numbers and quantities. Also shown 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 booking and various other perspectives in Prodin.