Matching purchase order confirmations automatically with SAP Business One

ImageCapture for Invoices is user-friendly scanning and recognition software for the automated matching and processing of purchase order confirmations in SAP Business One. ImageCapture integrates fully with the SAP Business One software and utilises all master data and accounting protocols used in your system when processing the purchase order confirmation, without any need for periodic synchronisation. This way you exclusively use SAP Business One to manage your data. Furthermore, with ImageCapture you can seamlessly connect your document management and workflow process in SAP Business One.

 

The advantages of matching purchase order confirmations automatically with SAP Business one

  • No more errors caused by manual entry
  • Faster throughput and processing of order confirmations
  • Discrepancies in pricing, articles or amounts are immediately noticed
  • Fully integrated with SAP Business One
  • The digital order confirmation can be called up from the purchase order and whilst processing the purchase invoice
  • Your delivery information is always up to date

The process

Scanning

purchase order confirmation matching with SAP Business One -> Scanning

When you place an order, your supplier can sent you a purchase order confirmation wich contains data such as prices, articles and delivery dates. In many cases, the purchase order confirmation is sent via email in PDF-format and in some cases in paper form. ImageCapture reads in the documents directly from your email or imports it after scanning the document. The documents are now ready to be processed in ImageCapture. 

Matching

purchase order confirmation matching with SAP Business One -> Matching

Purchase order confirmations that come in by email are automatically read and ready to be processed in ImageCapture. The software automatically recognises the creditor and retrieves the outstanding purchase order from SAP Business One. ImageCapture then matches the order confirmation down to line level with the purchase order in your administration. Any discrepancies in prices, amounts or articles are immediately noticed. The prices and delivery dates from the order confirmation can be directly updated in your administrative system. This way, the delivery information is always up to date and your processes can be adjusted accordingly for more efficiency. When the purchase order confirmation has been processed the status of the purchase order in SAP Business One can be marked as approved.

When the registration of goods receipt in SAP Business One takes place at a later time, with ImageCapture for Invoices you can match the purchase invoice with the correct costs in stead of the estimated costs per article. This way, your margin calculations are always up to date after the processing of the purchase order confirmation.

Archiving

purchase order confirmation matching with SAP Business One -> archiving

If the purchase confirmation order gives cause to alter the purchase order in SAP Business One, the adjustments are immediately updated in your administration. The digital document can be called up from the registered purchase order in SAP Business One.

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