Francene Besson Invoice Design October 11, 2018 19:40:43
The decision was made to automate the invoice processing; to streamline the department and ultimately to be benchmarked as an exemplary AP process. The search began to find a solution that could meet their needs: integrate tightly with their ERP solution be sufficiently flexible to mirror their processes and be easy for the AP team to use. "We chose to go with our final supplier because we felt they took the time to really investigate our process work with us to design the most efficient system and were able to prove the seamless integration with our ERP system and had a very effective workflow solution."
If you are permitted to submit your invoice via email then it is useful to convert the invoice into PDF format so that it cannot be altered. There is a free PDF creator which you can use at PDFCreator. This creates a PDF file from any application which can then be emailed to the client. Better off if you can use a software system it will automatically generate invoice in PFD format you can also email it straight away from within the a software program.
These mistakes can lead to higher costs within the AP department and the company as a whole but investing in an Invoice Management Solution could help to reduce the amount of time manually keying information into the finance system; as well as significantly lowering the amount of duplicate invoices that dont get noticed.
Furthermore these regulations state that electronic invoices can be transcribed on paper including the graphic marks certifying their authentication produced according to PDF 417 specifications as set forth in Resolution number 2/2003 of February 14th of 2003 by the General Board of the State Tax Administration Agency covering specific aspects related to telematic billing.
This company is one of the largest drinks companies in Europe formed in April 2004. They are part of the largest wine company in the world and a leading producer and exporter of wine from the USA Australia and New Zealand. The company has a strong portfolio of brands from the wine cider fortified wine wine-style drinks and bottled water categories. Their Accounts Payable (AP) department consisted of 13 people processing in the region of 180000 invoices per year from suppliers across Europe. Invoices need to be approved by 250 individuals from 3 offices in the UK 11 depots and 2 manufacturing plants in addition to users in mainland Europe.
IMS now routes each invoice to be coded and authorised by the correct individual. Some invoices are automatically sent by IMS and others are routed by the AP clerk If the system is not entirely confident of this selection the AP user will initiate the distribution of the invoice to the procurer for authorisation. If they do not have the correct sign-off limit IMS determines the appropriate individual to forward it to until final approval is achieved.