Digital, Automated Processing, Control and Approval of Incoming Invoices in SAP ERP
There is proof that companies save costs and resources by efficiently and transparently processing incoming invoices in SAP ERP. The more automated the invoice process, the higher the value added. Due to the scalability of our SAP-integrated solution DirectInvoiceControl, you determine the degree of automation yourself.
No matter whether paper, e-mail with PDF attachment, EDI data or any European invoice formats: all incoming invoices end up electronically in the central AFI Solutions incoming invoice ledger in SAP ERP – your DirectInvoiceControl Monitor. Functional transparency is thus preprogrammed in the financial and accounts payable department.
User-friendly verification and approval procedures, even for non-SAP users, make even the most complex incoming invoice management a no-brainer.
- Everything is digital! Processing of all entry channels (e.g. paper, e-mail with PDF, fax, EDI, Swiss QR-Invoices, Italian FatturaPA or German XRechnung)
- Maximum transparency due to the central AFI incoming invoice ledger directly in SAP ERP with status display
- Fast, electronic approval procedure in SAP ERP including graphical workflow designer
- Independent, anytime, anywhere: mobile web approval
- Intuitive use with assistant function (e.g. audit in line with Articles 13b and 14 of the German Value Added Tax Act)
- Automated document readout via recognition software and check for completeness and correctness as well as comparison against SAP data
- Complete traceability: workflow log as PDF attachment to the posted SAP document
Even in the standard version, you create a digital core with DirectInvoiceControl that reduces complexity, costs and risks. The solution has a modular structure and seamlessly maps your future e-invoicing process with SAP ERP.
Incoming Invoice Ledger
You will love the central overview of all incoming invoices in SAP ERP. The DirectInvoiceControl Monitor is your personal control center: this is where you see all important data such as cash discount data, total values or processing progress. Users can also configure the Monitor according to their personal needs.
Filter & Sort Function
Lost cash discounts or unprocessed invoices are a thing of the past. Versatile filter and sort options create specific evaluations and profound decisions for further processing. In addition, notes or other relevant documents can be attached directly to the current transactions during the entire process.
With the DirectInvoiceControl Center, processing, verification, account assignment, approval or posting in SAP ERP is very convenient. The original invoice can be viewed with one click. Automatic proposals of G/L accounts/cost centers or assignment of order items considerably accelerate invoice processing. Goods receipt inspection, item splits and pooling of items, credit notes and reductions are quickly and securely completed.
Software assistants are popular because they save time and calm the nerves. They reliably support users in invoice processing. That way, tax law requirements in line with Articles 13b and 14 of the German Value Added Tax Act are examined and processing information is provided if necessary. The clever rule set can be adapted to individual requirements at any time.
Workflow & Compliance
The DirectInvoiceControl workflow safely navigates the incoming invoices through the defined invoice approval process. If all requirements, such as existing purchase order reference or goods receipt, are met, processing can take place completely automatically. Invoices are approved either directly in SAP ERP or online – independent of the mobile device. With our graphical workflow designer, you can easily create multilevel approvals and substitute rules.
SupplierCom ̶ Supplier Communication
The dialogue with your suppliers has never been so fast and convenient. Based on invoice information and SAP vendor master data, you receive your supplier letter with just one click: e.g. complaints regarding invoices in line with Article 14 of the German Value Added Tax Act. This letter can be sent directly from SAP ERP by e-mail – including selected attachments – or as a postal letter when necessary.
Fully Automated Processing of Incoming Invoice Formats
For invoices coming in electronically in different formats, we recommend the module e-invoice → mailbox, filesystem, EDI, Italian FatturaPA, ZUGFeRD (“a uniform standard for the electronic transmission of invoice data in Germany”) and German XRechnung.
This allows invoices coming in digitally to be imported, archived and processed automatically. Manual activities are no longer required. All invoices are instantly available in the DirectInvoiceControl Monitor – your electronic incoming invoice ledger in SAP ERP.
Mobile Approval Process Also Outside SAP ERP
Assign, approve or reject invoices easily and everywhere – also outside SAP ERP: this works with DirectInvoiceControl Approval. Non-SAP users are flexibly integrated into the workflow process and notified by e-mail. Electronic assistants support invoice approval and the original invoice is just a click away. Notes and attachments can be added as necessary. Modern UI5 technology allows for invoice processing via browser or mobile devices such as smartphones and tablets regardless of location.
Tax Code & Reverse-Charge
Globalization of trade and value added across national borders lead to a greater complexity in the tax treatment of business transactions. Input tax losses should be avoided, the correct sales tax should be paid and the extended reverse charge procedure should be considered. The module VAT-RuleSet supports those in charge in these tasks.
The VAT-RuleSet checks incoming invoices for various regulations: by means of specific characteristics, invoices for deliveries and services within the EU and from third countries are recognized, compared with SAP data and the corresponding tax code is proposed. Assistant notifications point out discrepancies and deviations and support further processing.
Creation of Specific Evaluations
The Statistics module provides maximum overview and transparency. You create specific evaluations, analyze your processes for performance, recognize trends at an early stage and determine key performance indicators (KPI). All evaluations and results can be graphically prepared and exported from SAP ERP to Microsoft Excel. In the standard version, the module already provides you with numerous statistics templates which can be optionally extended.
Processing of Customer Documents
Debit Note supplements the posting options of DirectInvoiceControl, e.g. for incoming customer debit notes, credit notes or MDF documents. In this way, customer documents can also be processed automatically.
Analogous to vendor invoice processing, the customer documents are scanned, stored early and automatically read with the aid of OCR. The debit notes appear (with customer number) including the original in the DirectInvoiceControl Monitor and are processed further from there using standard functions (notes, workflow and query). Posting then takes place revenue-reducing. Complete documentation of the entire process, including the approval workflow, is created automatically.
User-Friendly in Any Language
AFI’s standard software solutions are delivered in German and English. Further languages are available anytime as standard packages or as customized project solutions. Our customers currently have more than 20 national languages in use, e.g. Bulgarian, Chinese, French, Polish, Russian, Spanish, Turkish, Italian, Finnish or Hungarian. Language packages are individually extendible and will be automatically included in future software releases. This ensures that new functions and features can be understood and used by locations and coworkers abroad.
All information in one document: Download our product brochure here.
The Solution in Practice
REINZ-Dichtungs-GmbH, the specialist for sealing technology, has considerably accelerated the process of logistical invoice capturing and invoice verification with DirectInvoiceControl and increased transparency at the same time.
Take a look at our blog: this is where our experts share more interesting facts about SAP topics and our solutions.
Learn more about DirectInvoiceControl for automated invoice processing – via the web or on site. Our experts will be happy to answer the questions of your specialist departments and will focus on the requirements of your company.