Supplier Invoice Automation
Invoice Workflow
The easyapIP electronic invoice portal offers workflows specifically designed for supplier invoice automation and to cover the particular processing requirements for receiving third-party invoices. Below, we illustrate the common invoice workflows, with or without a purchase order.
What is the Supplier Invoice Automation Process?
1. Invoice Reception:
Invoice Reception: Any Format
2. Invoice Validation:
Validations: various types, formal, duplicate, data…
3. Invoice Identification:
Automated Invoice Type Identification: with or without purchase order / other custom workflows based on invoice information, supplier attributes
4. Invoices with Purchase Order:
Invoices with Purchase Order: automatic matching
4. Invoices without Purchase Order:
Invoices without Purchase Order: coding and approval
Comparison against purchase order (comparison of purchase order number and amounts).
Comparison against purchase order and delivery note: purchase order number, delivery note number, units, unit price, and any other element.
Coding:
accounting allocation, account, and analytical accounting elements (up to 5 levels):
Automatic, based on invoice information, supplier
Manual, with upload from xls.
Approval: automatic assignment to one or more users (sequence) for electronic signature, based on business rules easily configurable by supplier, amount, cost center, accounting account…
5. Incident Resolution
Detailed categorization of the issue type and automatic assignment to the correct person responsible for its resolution. Action options based on the issue type
6. Accounting
Automatic creation of accounting entry adapted to the ERP characteristics
Supplier Invoice Approval – We highlight…
- circuit identification based on invoice info and/or supplier attribute
- invoices can change or combine with a no-purchase-order workflow
- automatic matching: mathematical matching engine, highly configurable to consider any reconciliation variable
- two-way or three-way matching, against purchase order and/or delivery note or any external comparison elements (budget / delivery slip / certification)
- detailed identification of differences, for automatic and correct assignment to the right person in charge
- accounting allocation with as many levels as necessary: account, cost center, project, service….
- automation of accounting allocation: based on invoice info, or on the construction of rules per supplier, amount…
- automated assignment to approvers, following easily configurable business rules: amounts and/or account and/or cost center and/or supplier….
- individual or sequential approvers, electronic signature registration
