What is easyapIP Invoice Workflow?

It is a module of the easyapIP module. The module  carries out the processing of the complete circuit of invoices received from third parties.  It automates and resolves habitual problems in invoice processing: circuit assignation (with or without purchase order)  matching/validation, coding, approval, exception resolution, accounting, providing suppliers with information...all with the objective of optimizing the dedicated resources and reducing processing periods, to achieve a more efficient accounting.  For more information check out invoicesworkflow.com and the questions in the FAQ.

How does a user know they have tasks pending?

The platform sends advisory emails, which can be sent instantaneously or after the accumulation of various tasks on the platform.  There also exists reminder emails of pending tasks, which are sent after a defined period.  

The online application shows users the tasks that have to be carried out.

The invoice approval circuit. Is it static?

The approval requisites are established based on the internal policies of the user company.   A circuit is fixed with tasks and positions responsible for said tasks, everything is done in such a way that when the invoice is introduced it electronically takes the steps necessary until it obtains the approval and finally, the recording in the ERP of the client.

How are the steps/states of the invoices designed?

easyap has designed different invoicing circuits and based on the needs of the client we use the most suitable.  The fundamental states are the following:

Invoices without purchase order: Codification (account assignation and elements of analytical accounting (cost centres, projects...), Approval and Exception Resolution (with sub-states according to incident type)

Invoices with purchase order: Conformation (automatic purchase order matching, of two or three lanes) and Exception Resolution (with sub-states according to incident type)

There are other states for processing.  Some may depend on the degree of ERP integration and the information that you may wish to provide users and providers with.

What invoice circuits are there?

There can be as many circuits as there are types of invoice and legal entities.  That means that in a group of companies there could be a circuit of invoices with purchase order in entity A, while entity B has a circuit of invoices without purchase order.

What motor does it use to manage the flows?

The application is an internal development, and is similar to BPM.  All the task assignation motors and matching motors are an easyap development.

What type of invoices can the easyapIp platform process?

The platform is a processing tool which has as a goal the recording .., and the input, whether from paper invoice, EDI, EDI with signature, e-invoice, PDF etc does not matter.  Of course, independently of the invoice typologies: with purchase orders, without purchase orders, expenditure, assets….

Can you find out the state and age of each invoice?

 

Each invoice has its own history.  There is an inventory/register of all events that it has participated in.  For each event leaves a record of when, who, the type of task and comment carried out.  We always know who has done what.  That said, from another viewpoint, know how much time each invoice has remained stuck in certain state and who is responsible for this task.  This information is valuable for the purpose of analyzing the process times.  The ageing report is highly-valued by our users.

What variables are used for the automatic invoice matching?

There are multiple variables, as the matching relies on a powerful mathematical motor, highly parameterizable, being able to reach specifications of matching by provider.  The most habitual is to taken into consideration: order number, delivery number, unit amount, number of units, product reference.  

The form of carrying out the matching depends on whether it is a matching of two or three ways and if it is a matching by total invoiced amount, or at level of line of detail.  All possibilities are considered, not forgetting that achieving a high level of automatic matching is the key to success in automation.

 

What is invoice coding?

 

Invoice coding is inputting the necessary accounting information.  This information can have various levels, depending on the accounting plan and the structure of analytical accounting.  It can have as many levels of analytical accounting as is required, the most basic being the use of cost centres but possibility even going up to a structure of 5 levels.​

 

 

Lo normal es que las facturas con pedido no se codifiquen y que sea una tarea propia de las facturas con pedido. Aún así en las facturas con pedido hay casos en que se requiere codificación, como cuando existe una diferencia de importe entre lo considerado en el pedido y lo recibido en factura.

 

How can you automate the coding of an invoice?

Invoice coding is a task that requires much time.  But in some cases it can be automated, by making use of various elements: provider information, content information in the invoice, use of templates to load breakdown...remember easyapIP works not only with the invoice image, but also with data, and this extraction or use of data can be very useful at the time of automating the coding task. 

Can work groups be established based on specific tasks?

 

easyapIP works on the assignation of tasks to users or groups of users.  All invoices have a state which evolves.  There is always someone responsible for these states, and therefore the corresponding tasks.  By having the level of tasks so broken down it is much easier to establish working groups responsible for specific tasks.  For example, in the case of an incident related to the arrival of merchandise, the responsibility could lie with the corresponding warehouse.  If the differences are in relation to amounts, the responsibility could lie with the buyer in charge.  And if there are differences of form, duplication, the responsibility could be with the accounting area. 

 

What advantages does easyapIP have with regards to auditing?

 

There are many  advantages for internal and external auditing.  The auditor can have access to the invoice images at any time, without having to resort to the physical file.  Experience shows that the simple image in pdf is taken as valid for this purpose, more so if it is signed digitally or is a digital invoice.  You can see who did what and when.  The processes and rules that regulate them are parameterized in the application, meaning that the knowledge does not reside in people, giving stability to and a guarantee of the processes.

 

Can you work with easyapIP from a SSC?

 

EasyapIP is the ideal tool for working in Shared Service Centre (SSC).  The fact of being able to have tasks so segmented,that the application is multilingual, of being able to have invoicing  circuits for each entity, the possibility to register in multiple accounting systems (we have clients that work in the same easyapIP environment against multiple and distinct installations in the same ERP, but each one with its own accounting file), the capacity to receive invoices in different languages, being able to work - via internet- from different geographic locations...these are the features that highlight the versatility and adaptability of easyapIP in an SSC.  In the same way, the work of an administrative company is equally developable with easyapIP

 

For what type of companies is easyapIP valid?

 

easyapIP is a very useful tool for any company that wants to improve the processing of its invoices with third parties.  It can be used in companies from all activity sectors, sizes and locations.  Multinational companies and SMEs from the automobile industry, banking, distribution and advertising in Spain, Germany and Mexico all use  easyapIP ....

 

Is the parameterisation easy, what level of technical knowledge is necessary to use it?

 

The parameterisation is really simple, this platform was thought up to serve the financial area of companies, and can be managed by the financial department in line with the company’s internal rules and the business of each company. In the same corporation there can exist tasks since the hierarchy and parameterisation is fixed at the level of legal entity.

 

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