Invoice receipt verification as integrated workflow

What lies behind “automated invoice receipt” including workflow?

When automating the invoice receipt process, it is important to be able to transfer digitised documents and data to your ERP system in a form that is identical to the content.

Frequently, a system-side supported business process or workflow is required for verifying the contents of incoming invoices. This means that, after invoice receipt verification, the data can be transferred to the invoice receipt ledger in the ERP system. . The workflow can also include final verification by financial accounting, so that automation up to the point of final release for payment is conceivable.

Verification of the requirements for input tax deduction (factual examination) and arithmetical verification already takes place in advance using the smart INVOICE component from our partner, Insiders Technologies. Following system-side verification, fields that cannot clearly be assigned during data extraction and therefore correctly evaluated are verified with the help of the Verifier tool and corrected if required. The Verifier tool is a client application which also exists in a web version. . It serves as an aid for efficiently checking between the image and the data extracted from the respective invoice on a manual basis.

If the image and data extracted from the invoice are available, the business process specific to the respective company for the substantive examination can follow, which is usually performed by the ordering department. The incoming invoices are available for verification as an image or PDF in parallel and in the form with the data which has been read out. Release can take place at item level. The structure of the form is individually definable.

The process is flexibly adapted to the respective company based on the Camunda workflow engine. The business process for invoice receipt verification can take approval hierarchies, group definitions and, if necessary, representative rules into account.

The invoices are transferred to the invoice receipt ledger in the ERP system following completion of the invoice receipt verification. Subsequently, transfer to financial accounting for final verification and approval of the payment process usually takes place.

Alternatively, the process including final verification can be integrated by financial accounting. In this case, transfer to the ERP system takes place directly for payment.

The “eBeleg Service – Eingang“ unites in one solution, reading data from electronic or digitised invoices with smart INVOICE, the workflow for incoming invoice verification based on the Camunda engine and the optimised handling of hybrid invoice formats such as ZUGFeRD and XRechnung using our expertise in the area of invoice exchange.

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