Automated and Electronic Processing of Incoming Invoices in SAP S/4HANA
We predict efficiency: With Solution4Invoice, you receive a multifunctional tool to process your incoming invoices electronically, automatically and cost-efficiently in SAP S/4HANA. No matter whether paper, e-mail with PDF attachment, German XRechnung or Italian FatturaPA: the solution processes all incoming invoice data centrally and completely electronically.
The invoice workflow safely and clearly navigates the documents through SAP invoice verification. Due to a central AFI incoming invoice ledger, staff in financial accounting receive full transparency directly in SAP S/4HANA. A high degree of automatic posting is possible depending on the invoice criteria. The seamless integration of the software solution in SAP S/4HANA allows for a secure data exchange in real time.
Due to its modular architecture, the solution can be flexibly adapted to company structures and processes. Existing scanning solutions, OCR engines, archive and e-mail software can also be easily integrated.
- SAP-approved: the solution has been put to the acid test by SAP itself and has been awarded the SAP certificate “Integration with SAP S/4HANA”.
- Digitized processing of all entry channels (e.g. paper, e-mail with PDF attachment, fax, Swiss QR-Invoices, EDI, Italian FatturaPA or German XRechnung)
- Validation: recognized invoice data is checked for completeness, correctness and against SAP data
- Central AFI incoming invoice ledger with status display directly in SAP S/4HANA
- Approval application for invoice verification and approval outside the SAP system
- Fast electronic approval procedure in SAP S/4HANA including graphical workflow designer
- Traceability: workflow log as PDF attachment to posted SAP document
- Simple attachment of transaction-related documents and files in SAP invoice verification
- Digitized original invoices can be accessed with one click
- Extensive evaluations and long-term process statistics
- Transparent user guidance with assistant function (e. g. verification in line with Articles 13b and 14 of the German Value Added Tax Act)
- Incomplete documents are preset with data from the SAP standard transactions
- Full support in the processing of complex processes through direct comparison indicator of invoice items to order items and goods receipts
Often copied but never matched. Solution4Invoice already covers a lot more in the standard version than other solutions as a whole. The system architecture is flexible and modular. Nothing stands in the way of the best possible automated processing of incoming invoices for your company.
Invoice Processing Deluxe
Whether it is verification, account assignment, approval or posting in SAP S/4HANA: the Solution4Incoive Center takes invoice processing to a new level. Goods receipt inspection, credit memos, reductions or item splits and summaries are completed quickly and reliably. In addition, invoice processing is accelerated by automatic assignment proposals to G/L accounts or order items.
Personal, Digital Assistants
You concentrate on your core tasks and our digital assistants reliably support you with the rest: for example, fiscal requirements are automatically verified in line with Articles 13b and 14 of the German Value Added Tax Act or other authorized processing instructions are provided.
The smart rule set can be adapted to individual requirements at any time and provides a clear head.
Secure Control of SAP Invoice Verification
Due to a graphical rule set, the Solution4Invoice workflow can be easily designed in SAP S/4HANA. Thereby, the invoice approval process in SAP S/4HANA is securely controlled by the respective departments. The status of the invoice can be seen at any time. If invoices meet predefined criteria, nothing stands in the way of automatic posting. Invoice approval is also possible directly in the SAP system or online outside of SAP – independent of the mobile device. All process steps, including invoice approver, are seamlessly documented and linked to the SAP document.
Communicator ̶ Supplier Communication
The communicator accelerates communication processes with your suppliers – e. g. complaints regarding invoices in line with Article 14 of the German Value Added Tax Act. Based on the invoice data and the vendor master data stored in SAP S/4HANA, you can create your supplier letter with just one click. This is then sent directly from SAP S/4HANA by e-mail (including selected attachments).
Sustainable System Architecture
“Change is the only constant” (Heraclitus of Ephesus). AFI’s system architecture acts on this maxim. Adapted for performance, you may rest assured that the solution design always incorporates the latest technological developments. Due to its modular structure, Solution4Invoice can be flexibly expanded with modules and is mostly mapped directly in SAP S/4HANA.
Automated Processing of Incoming Invoice Formats
Depending on the invoice format (mailbox, EDI, ZUGFeRD*, German XRechnung or Italian FatturaPA), the data is processed directly or read out in advance by use of recognition software (OCR). Immediately afterwards, the employees can see all invoices in the Solution4Invoice Monitor.
Manual activities of any kind, such as opening, viewing, removal of staples and stacking of incoming invoices, can be saved. Electronic archiving also streamlines the work involved in filing invoices.
Mobile Working With UI5 Technology
Smartphone, tablet, laptop or PC: process your invoices with SAP S/4HANA invoice verification at any time and from any location. Due to proven UI5 technology, the approval module allows for platform-independent mobile working.
Tasks can be easily carried out on the go with the mobile SAP S/4HANA invoice verification: whether it is account assignment, approval or rejection of invoices, forwarding, display of originals, creation of notes, adding of attachments or the use of assistants. Approval allows for full participation in the approval process, no matter where you are.
Secure and Convenient With the VAT-RuleSet
Increasing globalization of markets leads to an ever more complex handling of tax transactions in companies. Regulations and jurisdictions relating to VAT rules change on a regular basis. Accountants must always stay in the loop when it comes to avoiding input tax loses, transferring the correct VAT and considering the extended reverse charge procedure.
With the VAT-RuleSet for SAP S/4HANA invoice verification, you keep these complex challenges under control – especially with regard to international transactions.
The module recognizes and compares invoices for deliveries and services within the EU and from third countries by means of specific characteristics. The corresponding tax codes are then proposed immediately.
Better Decisions Due to Specific Evaluations
Specific evaluations, key performance indicators (KPI) and performance analyses focus on trends at an early stage and ensure transparency. Create evaluations by period, company code and vendor or analyze the processing times from scanning to approval. Many things are possible. An export to Excel ensures the graphic preparation of all evaluations and results. In the standard version, the module already provides you with numerous statistics templates which can be optionally extended.
Quick and Transparent Processing of Debit-Side Documents
Enhance the posting options of Solution4Invoice, e.g. for credit memos, incoming customer debit notes or MDF documents (market development funds). By doing this, nothing stands in the way of automated processing of debit-side documents.
You gain end-to-end process transparency: processing times are shortened, possible sources of error are reduced and complete documentation is ensured. The documents to be posted are scanned, archived early and automatically read by means of OCR document data (such as company code, customer, amounts and tax rates). The generated document including original appears with the customer number in the Solution4Invoice Monitor and further processing is possible from there by use of standard functions (notes, workflow and query).
We Speak International
AFI’s standard software solutions are delivered in German and English. Further languages are available anytime as standard packages or 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.
Learn more about about Solution4Invoice 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.