Processing of Debit Documents
Enormous manual amounts of work originate by the processing of reduced invoices in many businesses. Incoming debit notes (by e-mail, fax or paper mold) have to be checked for correctness before the profit-reducing posting and released correspondingly.
Most of the time, several departments are involved in this process. Documents are sent back and forth by internal mail between the departments in order to classify and document the verification notifications. In addition, copies are issued in order to remain in a position of making a statement to the customer. Finally, the document is posted manually and the original is filed. Or a conversation is held with the customer and its outcome is attached to the debit note on paper.
By DebitNote this process gains transparency. Additionally, the processing times are shortened, possible error sources are reduced and a complete documentation is guaranteed.
Along the lines of the vendor invoice processing, the reductions which need to be posted are scanned, archived early and automatically read by OCR document data (such as company code, customer, amounts and tax rates). A combination with other DirectInvoiceControl modules e.g. e-Invoice is possible at any time. The created document appears in the DirectInvoiceControl monitor (with customer number) including the original and can be processed from there by standard functions (notes, workflow and callbacks).
The posting of the debit note is now effected on the debits side. This process can also be carried out automatically after the successful release (e.g. by the key account manager or the customer service).