More action through document flow automation.
Document flow automation saves costs and brings power.
Fully automated document processing on the DIG Portal brings efficiency and ensures the quality of the transmitted business documents and data. And this is independent of the routing channel with which the documents reach the portal!
The documents are automatically translated into the required format on the DIG Portal (known as mapping) and the data contained in the document is checked (clearing). Complete preparation (preparing) ensures that all the necessary data is available. During these processes, documents are dynamically routed according to specific requirements and, if necessary, assigned for manual processing (document flow routing). These steps are described in detail below.
Strengthen your business with automated document flow!
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Translation makes documents machine readable
Every supplier has its ERP system. And each ERP system delivers documents in different formats via different channels. This means that their own software can only read these documents if they have the same format. Only then can the system recognize that it is, for example, an order confirmation related to a specific order. And only then can it check whether the AB data matches that of the order.
This is precisely what DIG Portal does with mapping: fields from different databases are linked together and thus assigned the meaning of the foreign field, i.e. the document is translated. The portal performs this translation into the recipient's target format for all incoming and outgoing documents. In this way, the target system can process the incoming data in an appropriately automated manner.
The documents are transmitted via one of the four channels that DIG provides as one of only a few providers on the market: i.e. via direct EDI route, web.EDI or as eMail with PDF documents or XML files. This enables efficient collaboration with partners of any size!
Is the data in the incoming document correct?
Automated matching takes place in seconds and saves resources.
Clearing: the verification of incoming documents
Once a document has been translated, the DIG Portal initiates the matching process, i.e. the checking of the content. This check is performed on the basis of defined parameters: For an invoice, for example, the criteria according to § 11 UStG or § 14 according to German UStG (details in the Purchase-to-Pay menu item) can be checked. These parameters can be defined as required, depending on the vendor, document type, etc. However, a comparison with existing data can also be made.
Thus, information in a purchase order can be compared with the contents of the order confirmation or invoice data with delivery note data. In the event of deviations (e.g. beyond defined tolerance limits), an electronically managed, documented escalation process can now be triggered. In practice, this means, for example, in the case of order confirmations where an average of 10% are incorrect, that purchasing only has to check these problematic ones instead of checking all of them!
- automat. Check against replicated offline data (e.g. Excel lists) or online via web service call of external systems such as SAP
- Tolerance thresholds individually configurable (e.g. depending on supplier)
- Manual intervention in the clearing process possible (e.g. assign invoices to a specialist department for checking - incl. comments on the document or in the associated log)
- Rejection of an incorrect invoice in the portal is possible
- after a document is released, it is transferred to the leading system of the recipient
- Release can be documented by electronic signature, logging of all steps of the documents by the system
Preparing: supplement input data for update
Incoming documents often lack the data records required for posting. It is not uncommon for the supplier not to be able to provide them at all! For example, because the delivery bill contains the supplier's article number and not that of the customer. Therefore, the "Preparing" module prepares incoming data with relevant master data or order data. In the example of article numbers, the vendor article numbers are supplemented by the customer article numbers by means of mapping (the linking of fields of different databases in the sense of a meaning assignment). This mapping can be adapted again and again during operation of the portal, depending on requirements.
Telephone invoices are another example of preparing: Here, the reference of the individual telephone number to a specific cost center is important. However, this information cannot be provided by the telephone provider and is therefore supplemented in the DIG Portal by means of a master data table to enable mapping in the ERP.
How we adapt automation to your wishes?
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Document flow control: the workflow for all documents
In DIG Workflow, all steps in which incoming documents are processed are controlled automatically. Verified and approved documents are transferred directly to the target system, while documents for which clearing has revealed discrepancies are forwarded to the escalation process and only transferred to the target system after successful completion.
However, the workflow also controls data supplementation in Preparing and thus forms the core of the portal. The control of the document flow is freely configurable depending on the individual organization in the company: Documents without order reference can be assigned to a specific person for processing, an urgent process can be installed in case of missing order confirmations, etc.
This means that the document flow with DIG Workflow can be adapted exactly to your specific requirements!
