E-Invoicing: Automate Invoice Receipts
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This document discusses automating invoice receipt processes with an invoice portal from SEEBURGER AG. The portal allows paper invoices to be processed electronically, improving efficiency. It receives invoices through multiple channels, uses optical character recognition to extract data, and routes invoices through a validation and approval workflow before paying and archiving them. The portal provides advantages like standardized processes, increased transparency, and cost savings compared to manual invoice processing.
E-Invoicing: Automate Invoice Receipts
- 1. Automate Invoice Receipts With a central Invoice Portal Peter Fels | SEEBURGER AG
- 2. © SEEBURGER AG 2019 2 Electronic release Account assignment Paper invoices are time-consuming and very expensive From receipt of incoming invoices to release, all steps of the process are logged in a revision- proof manner Receive Scan & Archive Validate Gather Manual Approval Pay Invoice Receipt Process today Invoice receipt process with SEEBURGER AG Receive Unwrap Pay
- 3. © SEEBURGER AG 2019 3 Archiving Requirements for E-Invoices Manipulable Paper archive for electronic invoices No archiving of intermediate formats File System Archiving Archives Retention period 10 years Revision-safe Compliance with Accounting Rules in the respective County Size • Original / Mappings / Protocols No information destruction – all electronic information needs to be preserved
- 4. © SEEBURGER AG 2019 4 1. Complex process (no standardization possible) 2. Invoices remain unpaid 3. Often unnecessary cash discount losses 4. PDF invoices are printed out (Risk of VAT pre-tax reduction) 5. Invoice Research is time-consuming 6. Risk of double payment of invoices 7. Invoice verification is often not carried out properly (Risk of VAT pre-tax reduction) 8. Additional expense for credit memos 9. There is no central overview at all in invoice receipt (No Invoice Ledger) 10. High scanning effort during archiving Challenges for the invoice recipient – With paper bills today?
- 5. © SEEBURGER AG 2019 5 SEEBURGER Invoice Portal The Invoice Portal Service is supporting medium-sized companies with Non-SAP ERP systems and with more than 2,000 incoming invoices per year. It enables these companies to process incoming invoices 100% paperless and electronically. The incoming invoices can be assigned decentrally as well as released technically and objectively. Your invoice approval process can thus be converted to digital processing in the shortest possible time.
- 6. © SEEBURGER AG 2019 6 The Core Functions of the Invoice Portal Input channels Email / Mail & Scan / EDI OCR process Validation for complaince in respective country Validation of order and goods receipt Approval and clarification workflow Export of archive and document data
- 7. © SEEBURGER AG 2019 7 Functionality SEEBURGER Invoice Portal Entry Channels preparation Processing EDI Entry* ZUGFeRD Email Entry PDF Email Entry Scanning Entry ConversionRecognition Validation (legalcompliance,ERPmasterdata) Accountassignment Releaseandclarification Online or Customers Archive Export Orderandgoodsreceiptcomparison Handover master data Supplier master data Invoice Portal Order and goods receipt data *Optional SFTP/AS2 BISExpress Managed service BISExpress(Mapping,RFC) Accounts payable invoices Post record in in-house format E-mail Customer post office box Configurable workflow / Mandate and Deputy Regulations ERP/FIBU system CSV TRAIn
- 8. © SEEBURGER AG 2019 8 Connection options for input channels – Invoice Portal Service Master and scan data Email data incl. body SFTP Standard AS2 Standard BIS Express BIS link BIS Express BIS on Premise SEE Email polling S/MIME forwarding BIS on Premise
- 9. © SEEBURGER AG 2019 9 Document data transfer (outbound) Invoice Portal Service Document data (ERP/FIBU) SEEXML clients individual RFC Standard: Alternative: Customer-specific Archive connection Archive objects index archive file Invoice image Invoice Attachementss Workflow Logfile SEEXML Email Body text BIS Express BIS on PremisesBIS link Online Archive Clients Archive Alternative: Customer-specific
- 10. © SEEBURGER AG 2019 10 Central invoice ledger Validation of cash discount, payment and processing time frames Integrated workflow for approval and clarification Account assignment templates Monitoring and statistics Integrated supplier communication Follow-up funtion Multi-client capability Audit-proof archiving Administration by the customer's Line-of-Business department Connection of an online or customer archive Key feature
- 11. © SEEBURGER AG 2019 11 Advantages for the customer Standardized processes and optimized workflows High savings potential of up to 90 % Fast ROI usually after a few months Support of all invoice entry channels and formats Increased quality and transparency Improved cash management Optimized Revision capability (audit and logs) Highly secure operation in certified German data center Predictable costs High investment protection
- 12. © SEEBURGER AG 2019 12 Goods Receipt-Related Inspection (GOOD_RECEIPT_ITEM) Quantity must match all postions in the Delivery Notes Incoming goods (GOOD_RECEIPT) Quantity must match - Quantity in all Delivery Note - Order items match Validation Variants per Purchase Order Order comparison (ORDER_ITEM) Quantity and price must match - Order Lot Quantity and - Order Position Price 1 2 3
- 13. © SEEBURGER AG 2019 13 From master data and user administration to individual approval and clarification processes, customer administrators can manage and control the Invoice Portal Service themselves. No Limits: Users / Groups (incl. postprocessing/approval mandates) Number of Financial Company Codes Number of Suppliers Self-organisation
- 14. © SEEBURGER AG 2019 14 Fast Integration of future invoice formats Continuous improvement through automatic learning methods Continuous further development of the platform Sustainable
- 15. © SEEBURGER AG 2019 15 Thank you very much Questions or remarks? We are here for you! www.seeburger.com
- 16. © Copyright 2019 SEEBURGER AG. All rights reserved. The information in this document is proprietary to SEEBURGER. Neither any part of this document, nor the whole of it may be reproduced, copied, or transmitted in any form or purpose without the express prior written permission of SEEBURGER AG. Please note that this document is subject to change and may be changed by SEEBURGER at any time without notice. SEEBURGER‘s Software product, the ones of its business partners may contain software components from third parties. SAP®, SAP® R/3®, SAP NetWeaver®, SAP Cloud Plattform & Cloud Plattform Integrator®, SAP Archive Link®, SAP S4/Hana®, SAP® GLOBAL TRADE Service® (SAP GTS), SAP Fiori ®, ABAP™ and SAP ARIBA® are registered trade marks of the SAP AG or the SAP AG Deutschland (Germany). Microsoft, Windows, Windows Phone, Excel, Outlook, PowerPoint, Silverlight, and Visual Studio are registered trademarks of Microsoft Corporation in the United States and other countries. Linux is a registered trade mark of Linus Torvalds in the United States and other countries. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Adobe, the Adobe logo, Acrobat, Flash, PostScript, and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and / or other countries. HTML, ML, XHTML, and W3C are trademarks, registered trademarks, or claimed as generic terms by the Massachusetts Institute of Technology (MIT), European Research Consortium for Informatics and Mathematics (ERCIM), or Keio University. Oracle and Java are registered trademarks of Oracle and its affiliates. All other product and service names mentioned are the trademarks of their respective companies. 4invoice®, iMartOne®, SEEBURGER®, SEEBURGER Business-Integration Server®, SEEBURGER Logistic Solution Professional®, SEEBURGER Web Supplier Hub®, WinELKE®, SEEBURGER File Exchange ®, SEEBURGER Link ®, SMART E-Invoice ® and other products or services of SEEBURGER which appear in this document as well as the according logos are marks or registered marks of the SEEBURGER AG in Germany and of other countries worldwide. All other products and services names are marks of the mentioned companies. All contents of the present document are noncommittal and have a mere information intention. Products and services may be country-specific designed. All other mentioned company and software designations are trade marks or unregistered trade marks of the respective organizations and are liable to the corresponding legal regulations. The information in this document is proprietary to SEEBURGER. No part of this document may be reproduced, copied, or transmitted in any form or purpose without the express prior written permission of SEEBURGER AG. This document is a preliminary version and not subject to your license agreement or any other agreement with SEEBURGER. This document contains only intended strategies, developments, and functionalities of the SEEBURGER product and is not intended to be binding upon SEEBURGER to any particular course of business, product strategy, and/or development. Please note that this document is subject to change and may be changed by SEEBURGER at any time without notice. SEEBURGER assumes no responsibility for errors or omissions in this document. SEEBURGER does not warrant the accuracy or completeness of the information, text, graphics, links, or other items contained within this material. This document is provided without a warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. SEEBURGER shall have no liability for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials. This limitation shall not apply in cases of intent or gross negligence. The statutory liability for personal injury and defective products is not affected. SEEBURGER has no control over the information that you may access through the use of hot links contained in these materials and does not endorse your use of third-party web pages nor provide any warranty whatsoever relating to third-party web pages. © SEEBURGER AG 2019 16