Workflow solution for streamlined invoice processing
On-time payment, as few manual actions as possible when processing an incoming invoice, taking advantage of payment discounts and short processing times. Recognizable goals for many accounts payable departments.
The Avelon Invoice Workflow helps you achieve these goals. The process of porsting and processing incoming invoices is digitized, standardized and automated as much as possible. All incoming invoices end up in the digital workplace of the accounts payable department, where the PDF version of the invoice is stored in the archive linked to SAP (e.g. SAP Content Server).
If e-invoices and PDF recognition solutions are used, like Avelon E-invoicing, the invoice metadata is pre-filled in the SAP invoice transaction. After the invoice has been completed by the accounts payable department, it is sent to the correct processor(s).
The solution is aimed at handling non-purchase-order related invoices (NPO invoices) and purchase order related invoices (PO invoices) that require approval from someone in the organization. 2-way match invoice processing can be applied. Especially in indirect purchasing, this is an interesting scenario because these purchases are usually not stock relevant, and the employees involved are not used to recording separate goods receipts or service entry sheets.
This speeds up invoice handling process while the (service) delivery is still recorded by approval of the invoice.
In the case of PO invoices, the correct processor is automatically determined, provided that the Avelon Purchase Order app is used to record the purchase orders. In the case of non-purchase-order related invoices (NPO invoices), the correct budget holder is automatically determined using the same release strategy that is also used within the Avelon Procurement Workflow.
The employees involved use the Avelon Invoice Approval app to make invoice approval as easy as possible.
In order to be able to monitor the invoice handling process properly, a status report is made available. Among other things, this provides insight on who has the invoice approval task in his/hers inbox and displays total processing times.
Summarizing the features and benefits of the Avelon Invoice Workflow:
- Less effort and shorter invoice processing time due to a digitized and standardized invoice processing process.
- Supports non-purchase order related invoice processing (NPO invoices) and 2-way match PO related invoice processing (PO invoices)
- Simple audit trail as all steps in the invoice handling process are tracked in one workflow log
- Automatic pre-filled metadata in SAP invoice transactions, standard enabled via Avelon E-Invoicing
- Automatic selection of the right agent when using the Avelon Purchase Order app and Avelon Procurement Workflow.
- Status report that provides insight into the status of the invoice handling process
- Automatic email notifications and reminders of open tasks
- Runs on SAP ERP and S/4HANA
Do you feel the need to discuss whether and how your organization can benefit from the described features in invoice processing? Please feel free to contact us about this subject.