Automated invoice processing with Softpak Profor

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The process in ImageCapture

Importing

Invoices received by mail are scanned, invoices received by email, e-invoicing or portal are read and ready to be processed in ImageCapture. In this phase, you can assign free fields such as company, administration and booking date. These fields get their information directly from your Softpak administration. This eliminates the need for periodic synchronization of master tables.

Using OCR and UBL processing, the invoice is automatically linked to the correct creditor in the administration, after which invoice data is read out on the basis of free form recognition. One of the advantages of automated invoice processing with ImageCapture for Invoices is that it is not necessary to create templates in advance before they can be recognized.

Should it become apparent during the checking of invoices that certain invoice data is not being read in adequately, 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 Softpak Profor, ImageCapture provides an automatic booking proposal for checking and further coding of the cost invoice. Here, administrative fields such as transport orders, invoices and VAT codes are supported.

For invoices that are regularly broken down into several booking lines, automated invoice processing with ImageCapture for Invoices offers the great advantage of line recognition. This means that a read-in invoice can immediately be presented as a booking proposal with several coding lines. Think, for example, of a fuel invoice that may consist of a large number of invoice lines.

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

ROBOTIC ACCOUNTING

It is possible to have invoices processed fully automatically in ImageCapture, without human interaction. This can be done using robotic accounting functionality. This functionality can be set per creditor or administration. The invoice is then booked automatically. UBL invoices can also be processed fully automatically in this way, as can invoices from creditors selected by you. For example when invoices contain monthly recurring costs, or when recognition of these invoices is always 100%.

Entry

After the invoices are checked and completed, they are digitally archived and the entries are created in Softpak Profor.

The invoices can be accessed directly from the booking and through other angles in Softpak.

Approving

The approval 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 Softpak with the status “blocked for payment”. Also the digital document is at that moment already retrievable from the booking in Softpak.

When the approver logs into ImageCapture, a complete overview of invoices that have yet to be approved and invoices that are being processed 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 Softpak is visible. Also shown are the approvers who still follow in the review process and all audit trail information from the previous 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 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 Softpak.

The advantages of automated invoice processing with ImageCapture

  • Full integration with Softpak Profor
  • Uniform processing of scanned and digital invoices in PDF and UBL format
  • Extensive recognition at header & line level
  • Matching on purchasing positions
  • Approving via ImageCapture Workflow
  • Advanced digital archive with optional management reporting capabilities
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