ImageCapture is user-friendly software for automated order confirmation matching with GLOVIA G2.
ImageCapture fully integrates with CrescentOne‘s software. The software uses the master data, order data and booking logic from your administration when processing the documents. So you manage your data exclusively in GLOVIA G2.
The process in ImageCapture
When a purchase is placed with a supplier, the supplier sends a confirmation stating prices and items, as well as the expected delivery date. In many cases, this is a PDF sent by e-mail and sometimes this is still a paper document.
ImageCapture imports the document from the e-mail or the paper document is scanned and is then ready in ImageCapture for processing.
ImageCapture matches the supplier’s confirmation to the created purchase order and order lines in GLOVIA G2. Any differences between the supplier’s ordered and confirmed prices can be adjusted or expanded directly from ImageCapture.
Supplier delivery dates, quantities, unit prices and order numbers can also be processed directly on the open purchase order in GLOVIA G2. In this way, the planning department always has an overview of the delivery of products, the internal processes can be aligned with this even more accurately, and afterwards, when processing and matching the GLOVIA G2 purchase order invoice, there is a much better basis for automatically matching the invoice with ImageCapture to orders and receipts in GLOVIA G2.
During creditor recognition, based on the authorization scheme in ImageCapture, the appropriate authorization list is also immediately selected, taking into account preset threshold amounts and other differences. Based on these threshold amounts, purchase order confirmations, for example, only above a certain amount of variance are first presented to the purchaser for approval. The procuration schedule can be optionally configured based on creditor, administration, types of discrepancies or other elements. Billers automatically receive a notification that confirmations are ready for review in ImageCapture, along with a link to the ImageCapture Web client.
When the approver logs into ImageCapture, a complete overview of confirmations awaiting approval is displayed. The extensive workflow functionality allows the approver to not only approve or disapprove, but it is also possible to ask a colleague a question, delegate the confirmation to a colleague or skip it, for example while waiting for a response from the supplier. When reviewing the confirmation, all current relevant order information of the order is visible from GLOVIA G2. 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 confirmations are imported into ImageCapture, they become part of the digital archive, including all matching, approval and process information. The digital archive in ImageCapture is searchable with text labels. Access to the documents in the digital archive is highly dynamically controllable.
With the automatic export of data from ImageCapture, all processed data are immediately updated on the open order lines in GLOVIA G2.
Per line is also visible, whether it was previously confirmed or not.
The document of one or more received purchase order confirmations are retrievable directly from the purchase order in Glovia G2.
