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Lissette Boulanger   Invoice Design   October 09, 2018

If you want a money transfer provide all the necessary information. Foreign transfers need more than your account number: in some countries you need your International Bank Account Number (IBAN) or a Bank Identifier Code (BIC). International transfers also double-charge you: the clients bank might charge you $20 and your own bank might charge you another $15 to accept the payment. Make it clear which of you will absorb these charges and talk it out with them. PayPal is another option but you still get charged a percentage of the transaction.

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Moreen Picot   Invoice Design   October 07, 2018

A generic invoice should contain: The word "invoice" A unique reference number (in case of correspondence about the invoice) Date of the invoice Name and contact details of the seller Tax or company registration details of seller (if relevant) Name and contact details of the buyer/ customer - Purchasers name or firm name Date that the product was sent or delivered or the service or services renderedor the work that was done. Purchase order number (or similar tracking numbers requested by the buyer to be mentioned on the invoice) Description of the product(s) -(sales invoice) or of the services ( service invoice) Unit price(s) of the product(s) (if relevant) Total amount charged (optionally with breakdown of taxes if relevant) Payment terms (including method of payment date of payment and details about charges late payment) Discounttotal before discountand total after discount. (if relevant) Taxtotal before taxand total after tax. (if relevant) Shipping details if different from buyer details.The US Defense Logistics Agency requires an employer identification number on invoices.

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Maree Humbert   Invoice Design   October 03, 2018

Non-PO related invoices need to be coded and approved by the original procurer. Previously this was an entirely manual process with each invoice being posted via the internal mail from AP to the individual who codes the invoice then returned to AP then sent out to the procurer of the goods to authorise This process was not only time consuming but fraught with errors and the risk of invoices getting lost.

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La Verne Paillard   Invoice Design   October 14, 2018

Paper invoices entering the AP department are now scanned into the IMS (Invoice Management Solution) system. Using Automated Data Capture technologies the header information such as invoice total supplier name etc is automatically read from the invoice. The integration between IMS and the ERP then enables this data to be populated directly to register the invoice in the financial system with minimal manual data entry required. If IMS does not recognise the vendor workflow automatically sends this as a query to the business user who can then select whether this is a new vendor to be set up in the ERP or is just a one-off vendor. The integration between IMS and the ERP triggers the creation of the appropriate vendor. This ensures that delays are not created with unknown vendors and speeds up the process of adding new vendors to the finance system.

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Maree Humbert   Invoice Design   October 14, 2018

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.

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Maree Humbert   Invoice Design   October 14, 2018

An electronic invoice (also called an e-invoice or eBill) is the result of a billing method that doesnt require a paper copy as a backup in order to demonstrate its authenticity. For this reason an electronic invoice functions as a software-generated file which compiles the information related to a commercial transaction its payment and corresponding tax obligations.

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Nichole Potier   Invoice Design   October 14, 2018

Once the data has been captured from an invoice it has been successfully matched to a PO or it has been approved by the business it is posted automatically to the finance system for payment. Invoices can be retrieved from IMS at any stage the full audit trail and a history of the workflow determines exactly where in the process each invoice is. It is also possible to retrieve invoices directly from their ERP system due to the integration with IMS. The full audit trail is vital as they have to comply with Sarbanes Oxley legislation. The IMS solution is used to assist in this compliance with the audit trail providing a complete history of the lifecycle of each document.

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Emeraude Costa   Invoice Design   October 14, 2018

Duplicate Invoices With so many invoices being sent to the AP department you are guaranteed to have a few duplicate invoices. Sometimes this could be someone trying to commit fraud but sometimes this could be a genuine mistake. A few common mistakes that can cause duplicate payments include typographical errors such as:

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Cerise Le Gal   Invoice Design   October 14, 2018

No PO number Invoices that arrive in AP without a PO number can be very problematic which can take the team a lot of man-hours to manually process them. AP may receive non-PO invoices when a supplier has provided products or services to the buyer without receiving a purchase order. Many different challenges can arise when processing non-PO invoices which may include difficulty identifying the purchaser and original authoriser - making the approval process lengthy and a higher risk for errors.

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Clarette Lepage   Invoice Design   October 14, 2018

The recent publication of Ministerial Mandate number EHA/962/2007 defines the elements necessary for converting paper invoices into their electronic equivalent establishing that the digitalization process must guarantee that the result is a faithful reproduction of the original paper document and that the digitalization device (scanner) must produce the image along with a Qualified Electronic Signature (as defined in Directive number 1999/93). The process through which this is accomplished is designated as "Certified Digitalization."

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