Matching purchase order confirmations automatically with SAP Business One

ImageCapture is user-friendly software for automated order confirmation matching with SAP Business One. SAP Business One is an ERP package for small and medium-sized businesses and can grow with your business.

Direct integration

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.

Scanning

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.

Matchen

ImageCapture matches the supplier’s order confirmation with the order created in SAP Business One and automatically checks that the items, prices and quantities match. Any differences detected between the supplier’s confirmation and the order in SAP Business One can be adjusted or expanded directly from ImageCapture.

Delivery dates, expected transport costs, comments, etc. can also be processed on the open purchase order in SAP Business One. In this way, the planning department always has an overview of the delivery of products and the internal processes can be aligned with this even more precisely, without requiring additional manual actions on the part of the employee. Once confirmation is processed, the status of the purchase order can also be marked as approved in SAP Business One.

If the goods receipts or service deliveries are later processed in SAP Business One, ImageCapture for Invoices also allows the invoice to be matched directly to the actual expected costs instead of the preliminary purchase cost per item indicated on the order. The margin calculations are then immediately up to date after processing the confirmation, instead of having to book price differences or post-calculated unit prices when processing the invoice.