Upon receipt of the invoice including a valid order number from the eProcurement process, further steps towards automation can be taken. Here, DIG as a specialist for cross-departmental total solutions brings its comprehensive know-how in the optimization of document flows into play: Independent of the channel (EDI, mail with pdf, scan or similar), the invoice received in a structured format is checked, translated into the target format of the ERP system and, if desired, even "dark posted" without further manual control. Thus, the entire savings potential of a procurement process can be maximally optimized!
Depending on the amount of the invoice (up to EUR 150, over EUR 150 or from EUR 10,000), up to eleven characteristics ("invoice characteristics") must be correctly indicated in accordance with § 11 UStG (Austria) or § 14 UStG (Germany):
➡ Name and address of the supplier
➡ Description of the delivery
➡ Date of delivery/period of performance
➡ Remuneration (gross)
➡ Tax rate or reference to exemption or transfer of tax liability
➡ Date of issue
➡ Name and address of the recipient
➡ Tax amount (and net remuneration)
➡ UID of the supplier/service provider
➡ consecutive invoice number
➡ UID number of the recipient
DIG's Purchase-to-Pay solution automatically checks these invoice characteristics. If this is completed positively, conversion to the target format takes place.
After checking the essential invoice characteristics, the invoice is converted for further processing in the ERP system. Before the transfer, the DIG software checks the order reference, i.e. whether the invoice data correspond to the order data (two way match). In the same way, an automatic comparison with the goods receipt can also be carried out. In this three-way match, the corresponding note that the goods or service have been delivered (in the ERP or e-procurement system) is checked. Only when all these parameters match, the invoice data is transferred marked with an OK flag and theoretically an undetected entry can be made - i.e. a payment without further manual control.
In view of the dynamic development in the field of business digitalization, most companies have historically grown structures. Often there are already automated invoice receipt processes in place, and these are relatively widespread, especially with regard to direct material. Due to the flexible software architecture and the experience with all possible interfaces, DIG is able to develop tailor-made solutions under all conditions.
Thus it happens quite often that an existing automation of invoices in connection with direct material is extended to indirect material by our eProcurement solution. Afterwards, the fully automated invoice verification process can be set up as described above.
Likewise, existing limitations of existing ERP systems can be compensated by a solution from DIG. OpenText, for example, can only process e-mails and PDFs itself, but data communication via EDI is still possible via the DIG Portal: Here, this data is translated accordingly, thus creating a comprehensive solution for future-proof P2P.
Let yourself be inspired by the countless possibilities with Purchase-to-Pay - we will gladly tell you more!