Solution Scenario

Automated invoice processing

The present situation Few business processes offer so much potential for optimisation and cost-saving than the gathering and processing of incoming invoices. This laborious, time-consuming and frequently error-prone process involves the gathering and entering of data by hand. The tasks of logging, checking and approval of the invoices are frequently shared out among a number of staff. Should one member of the team be absent, the invoices stop where they are – usually still in the individual departments. Also, in decentralised structures, many days or weeks may pass before individual steps are received and recorded by administration. A further weakness is the lack of transparency throughout the whole process.

The solution GFT inspire Invoice Processing lets you rationalise and automate the entire invoice processing sequence – from automatic recording of documents through paperless distribution, processing and entry into the accounts of relevant invoice data to payment authorisation. Whole processes are centrally initiated, controlled and monitored, so that you can be informed of each step in the process in real time.

No more manual data entry Document classification without manual adaptation GFT inspire Invoice Processing uses universal, document-independent software specially developed for non-standardised formats. Consequently, the system orientates itself not only to the specific document structure but also to the terminology typically found in invoices. There is no further need to check the various creditor-specific invoicing details manually. Nor is it necessary any longer to pre-sort prior to scanning or to affix bar codes to separate documents! Logging of invoices in all forms and formats GFT inspire Invoice Processing lets you transcend the boundaries of different media. Invoices in digital form, be it fax, e-mail or file format, can also be automatically processed. In short, there is no need for a separate entry system for paperless documents!

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Automated invoice processing

Accurate data for dependable ledger entries

No half-measures – choose the complete solution

All relevant data, such as invoice recipient, invoice

The heart of GFT inspire Invoice Processing is the

date, number, creditor, the gross and net amounts

GFT Process Suite, which gives this solution a strong

due, additional charges and complete statements

advantage over traditional systems. The Process Suite

are compared after scanning with the order data

fully automates the entire checking and issuing

held in the ERP system and checked for plausibility,

process, from data collation through to entry into

consistency and completeness. Thus the system checks,

the accounts.

for example, whether the invoice sum corresponds to the cost of the individual items and whether the VAT charged corresponds accurately to the net sum. Ambiguities, implausible data, incomplete invoices

Invoice workflow: defined in an instant

and discrepancies between order and delivery are

The GFT inspire Process Designer was created specially

automatically flagged for manual verification.

to define complex processes simply. You model the invoicing workflow via a graphical interface using

Optimised invoice processing – with Business Process Management

drag-and-drop, specifying individual process steps,

Some businesses are already turning to scanning

knowledge. As a consequence, IT personnel are no

solutions for invoice logging. Nevertheless the

longer required each time an amendment is made to

checking, approval and data entry continue to be

the system. The intuitively-designed screen also allows

performed as before. On the other hand, by opting

users from the specialist departments to create simple

for the integrated Business Process Management

definitions of processes!

solution from GFT, you are choosing a total solution.

rules, plausibility limits and escalation scenarios, with the help of an assistant – requiring no programming

Automated invoice processing

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Automated processing with clear rules

Always knowing what’s going on: integrated reporting

Following on from electronic entry, the invoices are

The process engine behind GFT inspire Invoice

sent on automatically in electronic form according to

Processing centrally monitors and controls all process

your specified rule. Checking and approval are carried

steps and provides you with a monitoring view plus

out on-screen. Should invoices remain unprocessed

a wide range of reporting functions on all processes –

for more than a user-defined time period, they are

in real time, based on up-to-the-second data.

either returned to whoever they were raised by or forwarded to other employees. Once the invoice has been authorised, it is logged in the ERP system. This may be carried out automatically or manually by an

Process optimisation through systematic weakness analysis GFT inspire Invoice Processing constantly generates

authorised user.

reports on all invoice-related actions, such as the Individual invoice items and collective invoices may

processing time, cycle time, escalations and other

also be approved by individual authorised users with

parameters. The growing body of acquired experience,

GFT inspire Invoice Processing and entered into the

together with the ease of adapting the processing

accounts of one or another cost centre.

rules, allows you to constantly improve your invoice processing, or possibly to adapt it to other framework conditions.

From paper to ledger entry

1. Scan

All incoming documents

2. Data preparation

Invoice clssification Reconciliation of extracted data

3. Archiving

Archive Server

4. Approval process

Workflow Server

Dokumenten ID TIFF G4

TIFF G4

XML Archiv Server XML

Report

XML

5. Entry into ERP

Automated invoice processing

Everything at a glance: the invoice entry book All invoice procedures are shown clearly and may be sorted as desired, by, for example, creditor name, amount, date received, etc. You see the overall cash-flow at a glance. With a single click you can view the whole process history of each individual action in full detail.

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 Simple additional processing in cases of implausible or illegible data

 Processes all formats of incoming invoices (post, fax, e-mail or file) Reporting and controlling

 Real-time monitoring for a quick status overview of all invoice actions

 Interactive invoice entry book for optimal cash-flow management

 Potential for continual improvement and adaptation

GDPdU: long-term audit-compliant archiving To store all your invoicing-related mail, GFT inspire Invoice Processing offers the option of a GDPdUcompliant archiving system. Fifteen years of steady development promise to satisfy all the requirements for audit-compliant long-term archiving.

Your benefits Automated data collating

 Relieves your personnel from routine chores

 Accurate data for a secure entry into any ERP system  Data validation by comparing the order data with the ERP system

 No barcodes or pre-sorting for document separation required

of processes through constant monitoring of relevant variables Checking and approval workflow

 Simple modelling of entire invoicing process via graphical user interface

 Huge acceleration of checking and approval process through complete automation

 Complete control over overall process through central control and recording of all actions

 Fast and punctual processing of all invoices; avoidance of missed discounts

 Escalation scenarios for disruptions, delays or manipulation

 Automatic ledger entry without user interaction (if desired)

 Automatic documenting of all processing steps

Automated invoice processing

 The entire process of incoming invoice processing is defined and documented via a graphical user interface.

 Checking and authorisation of invoices are performed simply, on-screen.

 Integrated reporting functions: you examine and optimise the entire invoicing process. (Shown here: process times in minutes)

 The interactive incoming invoices ledger offers a detailed overview of every individual invoicing step.

 All relevant invoice information is automatically collected and prepared for processing.

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Business benefits  Fast return on investment thanks to full process automation

 Future security through compatibility with all known ERP systems

 Secure compliance with the law: audit-compliant and GDPdU-compatible archiving

 No incalculable extra costs incurred by increased volume of invoices because of simple licensing model

 Invoices found quickly and simply for tax inspections  Drastic reduction in time and costs through

 Reduced storage and copying costs through digitisation

 Quick, easy projections by use of standard technologies

 Investment security through possibility of expanding the system to cover the processing of the entire incoming mail flow

 Improved liquidity planning and optimised cash-flow management

elimination of routine chores

GFT Solutions is a wholly-owned subsidiary of

We will be happy to meet with you in person to

GFT Technologies AG (GFT).

explain how your company can also save time and cut costs by fully automating the processing of

GFT is a leading European provider of IT services,

incoming invoices.

software and outsourcing. GFT offers solutions to companies in the most diverse areas of

We look forward to meeting you.

activity who wish to future-proof their proc-

Call us on our free Service Hotline,

esses with innovative IT applications, offering

++49 800 497 272448.

solutions that offer a long-term edge over the

Alternatively, contact us by e-mail at

competition.

[email protected].

GFT has over 1.000 employees worldwide and many years of comprehensive experience, making it your ideal partner for developing complex IT projects.

GFT Solutions GmbH Brooktorkai 1 20457 Hamburg Germany T +49 40 35550-0 F +49 40 35550-270 [email protected] www.gft.com