smart INVOICE extracts both header and footnote information from the purchase order as well as order item data in any format. The relevant document data is checked against the master data and the transaction data stored in your ERP and afterwards archived in an audit-compliant format in your ECM.
smart INVOICE WFL includes an invoice receipt book and a component for automatic
gapless control of audit-compliant invoice approval process.
The processing status and the history of each statement is displayed and it is immediately clear which step of the process the invoice is in and which people are involved in the release process.
Step 1: Automatic invoice reader
Scanned invoices and those received as emails are automatically analyzed and data such as, vendor, terms of payment, items, amounts, freight and duty costs recognized. Invoice items are compared with orders and goods received stored in the ERP and any quantity or price deviations are marked. Any missing information that is required by VAT laws is indicated.
Step 2: Invoice receipt book
Once invoices have been scanned and automatically analyzed, they are displayed in the invoice receipt book as parked. Depending on the recording policy, invoices are forwarded to the person responsible for checking and releasing. Using ERP, an image of the invoice can be displayed and it is possible to jump to the parked ERP dialogue.
Step 3: Release and booking
Invoices that cannot be automatically accepted and approved, for example, because a deviation in quantity or price is detected, or there is a regulation stating that authorization is required above a certain price, are forwarded to the person responsible via email. After checking is complete, the booking is made.