The scanning process as part of automated invoice receipt

An integrated solution for incoming paper invoices

Depending on our customers’ processes, we can work with our partner to integrate the upstream scanning process for digitising incoming invoices.

Do you still receive bills by mail?

Despite increasing digitalisation, we see every day that paper invoices are still being received, sometimes to a not inconsiderable extent. For this reason, when introducing an automated invoice receipt, this variant of receipt processing must also be considered in the process.

Which steps have to be considered in the scanning process of the invoice receipt?

  • Coordination of the delivery to the scan service provider, entry address
  • Opening the letters
  • Preparation of the scan batch
  • Scan procedure
  • Transfer of data for further processing
  • Archiving or destruction of receipts
  • Deleting the scan data after a defined period

How do paper invoices reach you?

Depending on the company structure, there are one or more addresses for paper invoices. Ideally there is already a central invoice receipt with a defined postal address. If there are several locations, you must ensure that all paper invoices go to one address.

When introducing an automated invoice receipt with upstream scan service, you need to define how the invoices reach the scanning service provider. This can be done by a regular transport, e.g. daily or weekly, of incoming invoices. Alternatively, a PO box address can be set up at the post office.

How should enclosed advertising be handled?

Invoices sent by post often come with additional advertising, a covering letter or other conten If the mail is opened at the service provider, it is essential that as part of the project you define what should happen with this additional content. In most cases, it is agreed that enclosed advertising brochures will be disposed of.

What should happen to business mail that sent to the billing address by mistake?

When setting up a central billing address for paper invoices, it occasionally happens that not only invoices but also other letters are sent to this address. Of course, there may also be some important correspondence. This case must also be taken into account when deciding how to deal with this mail. One possible solution is, for example, scanning of letters on the same day and sending them to an agreed e-mail address. It remains an open question whether the original mail is to be subsequently forwarded by post, e.g. monthly, or destroyed by the scanning service provider.

How does the scanning process of incoming invoices work? In batches – once a day / per week?

What is the number of paper invoices per day or per week? When should the invoices be scanned? Depending on this, we define together how and when the processing is carried out by the scan service provider. After the actual scanning process, the data is forwarded to the eBeleg Service – Inbound.

At this point, all invoices are now processed by the XimantiX ‘eBeleg Service – Eingang’, regardless of whether they were originally received as paper invoices, PDF invoices, signed PDFs or in one of the genuine electronic invoice formats with structured data (ZUGFeRD or XRechnung).

What happens to the paper invoices after the scanning process?

Invoices must be archived for tax purposes. In the course of digitisation, archiving is usually based on the scanned documents Digital archiving can take place in an existing DMS or via the eBeleg Archiv. This saves space and thus energy. In this case the paper invoices must be destroyed after the scanning process in accordance with the German Data Protection Ordinance.

Alternatively, there is also the option of physically archiving the documents at the scan service provider.

SUMMARY

The scanning process can take place at your site or via a scanning service provider. It is important that all steps relevant for working with accounting documents are described in a formal documentation, a so called ‘Verfahrensdokumentation’.

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