No matter via which routing channel the document arrives on the portal, it passes through all steps for the complete automation of the relevant business process - from format translation (mapping), data checking (clearing) to data preparation (preparing), whereby the document flow is dynamically controlled according to the concrete requirements (document flow control).
The individual documents are delivered by the various suppliers in various formats and via various channels, depending on the ERP system used. The DIG Portal supports EDI, web.EDI or PDF or XML by mail (which channel is most efficient is defined by the project consulting). During mapping, incoming and outgoing documents are now translated into the respective target format of the recipient, so that the target system can process the data accordingly. Transmission and reception are controlled by the four channels.
As soon as the automatic translation of an incoming document has been completed, the DIG Portal initiates the next step of content matching. Here, the converted data is checked against defined parameters: A standard example for this are the criteria according to § 11 UStG or § 14 according to German UStG (details in the menu item Purchase-to-Pay). These parameters can be defined as required for each vendor, document type, and so on.
In addition, the clearing on the DIG Portal also enables a comparison with existing data such as the details in an order with the contents of the order confirmation, invoice data with delivery note data etc.
In case of deviations (e.g. beyond a defined extent), an electronically guided, documented escalation process can now be initiated:
In practice, this process means, using the example of order confirmations where an average of 10% are faulty, that the purchasing department only has to check these problematic ones instead of checking them all!
An automatic check is performed against replicated offline data (e.g. Excel lists) or online via web service call of external systems (e.g. SAP). The thresholds above which deviations trigger an escalation process can be configured individually, so that individual suppliers can be allowed different levels of deviation.
You can also intervene manually in the clearing process: for example, invoices can be assigned to a specialist department for checking, and comments can be added to the document or the associated log. It is also possible to reject an incorrect invoice in the portal.
In this module, input data are prepared with relevant master data or order data. This is necessary if data records are required for posting a document in the ERP system, which the supplier cannot deliver with his document. For example, because the delivery note contains the article number of the supplier and not that of the customer. In this case, the customer article number is supplemented by mapping the vendor article number. This mapping can be supplemented again and again during the ongoing use of the portal.
Another example of preparation is telephone bills: Here, the reference of the individual telephone number to a specific cost center is important. However, the telephone provider cannot provide this information and is therefore supplemented in the DIG Portal using a master data table to enable mapping in ERP.
In the DIG Workflow all further processing steps of the incoming documents are automatically controlled. Checked and released documents are thus transferred directly to the target system, while documents for which clearing has revealed discrepancies are fed into the escalation process and only transferred accordingly after successful completion.
The workflow also controls the data completion in the preparation process and thus forms the heart of the portal. The control of the document flow is freely configurable:
For example, documents without order reference can be automatically assigned to a certain person for processing, an urgency process can be installed if order confirmations are missing, etc.
Thus the DIG Workflow plays a central role in adapting the document flow exactly to the concrete requirements of the respective company.
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