Read and process your entire digital invoice flow via a single channel in SAP

Is your invoice receipt and recognition already optimal? Every organization receives invoices. Sometimes partly in paper, the majority is often in PDF and in some cases an e-invoice (XML) is sent. The percentages of these forms differ per organization. To reduce costs and improve quality, there is increasing attention to further digitization and automating this flow.

This is possible by purchasing a scan street, where the paper invoices are converted into a digital (PDF) form. And one step further by using OCR software to recognize the metadata of the PDF invoices and to prefill them in SAP. And even a step further by building direct links with your suppliers, whereby the invoice is fully electronically read in XML format in SAP and the metadata 1 on 1 is inherited in SAP.

But is your process of invoice receipt and recognition optimal?

Scan and OCR streets are expensive to purchase and manage. Knowledge, skill and effort are required to improve the use of the OCR software and to check and supplement the often limited recognition in SAP. In addition, the construction of a direct e-invoice link with 1 supplier due to the complexity (eg alignment of the correct exchange format) is very time-consuming and therefore expensive. It is therefore only potentially interesting to realize this with your largest suppliers.

GROWTH OF E-INVOICING

Despite the now often high cost of realizing an e-invoice link with a supplier, an e-Invoice in theory offers the most advantages. The complete digital sending, receiving and processing of purchase invoices reduces the costs. It is more accurate, ensures faster processing and, above all, convenient because processing is automated.

To achieve these advantages and to make e-invoicing the norm, there are platforms and foundations to promote the use of e-invoices. These initiatives provide more standardization in the invoice formats and a wider range of suppliers who can send e-invoices. Whether it really comes down to one standard size is very much the question. Every industry has its own requirements and wishes, so in practice all this means variations within one language (UBL). In addition, it is not legally regulated in the Netherlands that the use of 1 language is enforced.

The government is nonetheless convinced of the benefits of e-invoicing. To support this, the national government has decided that invoices to the government for new contracts must be supplied as an e-invoice. Decentralized authorities (provinces, municipalities) are obliged to be able to receive e-invoices by April 2019. In addition to this obligation, consideration was also given to standard e-invoicing formats to facilitate the exchange of e-invoices. Examples of this are the SimplerInvoicing format and the core invoice from the EU. Initiatives that will accelerate the adoption of e-invoicing.

AVELON E-INVOICING

In cooperation with Invoicesharing, Avelon has developed an end-to-end solution to drastically improve invoice receipt, recognition and processing in SAP.

 
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The solution is aimed at receiving and processing centrally and then automatically read in SAP from all your digital invoices. These are both the PDF invoices and the e-invoices (XML). You can scan any paper invoices yourself with a simple scanner and then send them to the platform. This means that your entire invoice flow is processed uniformly.

For e-invoices, these are sent directly to the platform by the supplier. The supplier may send his own format UBL / XML and is therefore not forced to deliver in a prescribed format. This makes the threshold for delivery as low as possible. A large number of suppliers who can send e-invoices are already linked to the platform. Connecting new suppliers (onboarding) is free of charge for the supplier.

The different e-invoice formats as well as the metadata from the PDF invoice are transformed by the platform into 1 generic metadata file (XML). Of the fields included, 100% is recognized from the e-invoice and 98% from the PDF invoice. A PDF document is also generated for every e-invoice that is delivered so that the invoice can also normally readable when processing in SAP.

The generic metadata file as well as the PDF document are then automatically read into SAP. The PDF document is stored in the SAP-linked archive and the metadata is offered to SAP invoice Management or to a SAP workflow-based invoice processing solution. The invoice in SAP is automatically prepopulated with the recognized metadata. Next, processing of the invoice in SAP will take place according to your current establishment and usage.

 
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VALIDATION AND BOOKING ROBOT

Delivering, recognizing and processing invoices in a uniform and automatic way gives you substantial cost savings and convenience. The icing on the cake is the validation and booking robot. Each invoice is passed by the robot before it is read into SAP. This robot contains a variety of standard validation rules that verify that it is a valid invoice. Here you can add your own validation rules to it. For example, whether the invoice has a PO number, depending on a threshold amount or vendor. If an invoice is not passed by the validation rules, it will be automatically returned to the sender. In the figure below an example validation rule where all invoices above 2,500 euro without PO number are rejected.

 
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After an invoice has endured all validation rules, it will be in the booking robot. You can also define your own posting rules here, depending on one or more conditions, to perform certain actions. For example, if invoice from vendor X always justify the invoice at cost center Y. Or aggregates several procurement categories on 1 G/L account, or use sales tax code A depending on the relevant conditions. The robot is also used to determine the correct company number in SAP if you use several. The enrichment of the robot is added to the generic metadata file and therefore automatically pre-populated in your SAP invoice.

The robot continues to develop in which new machine learning technology is applied. This enables the robot to recognize (historical) data patterns and to become more intelligent in this. This is used to enrich the invoice with concrete posting proposals and, for example, to determine the PO number while it is not on the invoice.

 
 


BENEFITS AVELON E-INVOICING

The advantages of the Avelon E-invoicing solution are:

  • 1 channel for uniform reception, recognition and processing of all your digital invoices in SAP;

  • No more need for expensive and labor-intensive scan and OCR streets for invoice processing;

  • Less time needed for invoice invoice in SAP due to high percentage recognition metadata;

  • Unmanageable new e-invoice suppliers accessible and free of charge for the supplier;

  • Step-by-step transfer from PDF to XML possible within 1 solution;

  • Robot sends incorrect invoices back to the sender. Less pollution within SAP;

  • Robot enriches invoice based on your own business rules. Further growth potential through application machine learning.

Avelon E-invoicing is an end-to-end solution that takes care of you, helps you realize savings in time and money and improves quality within your administration.

Do you need to exchange ideas or how your organization can benefit from the possibilities of E-invoicing? Please feel free to contact us about this subject. We are happy to provide a demonstration or presentation so that you can see what this solution can offer.