During the processing of the invoice, based on the procuration scheme in ImageCapture, the correct authorization list is immediately selected, taking into account preset threshold amounts. Based on these thresholds, invoices are only presented to management for approval if they exceed a certain amount. The authorisation scheme can be configured according to creditor, administration, type of invoice or other accounting dependencies.
Approvers automatically receive a notification that invoices are ready for review in ImageCapture, along with a link to the ImageCapture web client. The booking is then already entered in SAP Business One with the status blocked for payment. Also, the digital document is already retrievable from the booking in SAP Business One. When the approver logs into ImageCapture, a complete overview of invoices to be approved and invoices in process is displayed.
The extensive workflow functionality allows the approver not only to approve or reject, but also to ask a question to a colleague, delegate the invoice to a colleague or skip it, for example while waiting for an answer from the supplier. When reviewing the invoice, all current booking information from SAP Business One is visible, also at the logistics level, for instance order number, prices and quantities are visible.
Also shown are the approvers following in the review process and all audit trail information from the preceding 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 your suppliers. 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 angles in SAP Business One.