Invoice modules

Invoice sorting: Overview

DOCUMENTS can automatically sort invoices by buyer, supplier, country, and invoice type. Sorting reduces the scan operator’s manual work and automates invoice routing. When the buyer and invoice type are identified, DOCUMENTS knows which invoice profile to use to process the invoice.

Buyer (legal entity) identification – DOCUMENTS can automatically search for and identify buyers on each invoice, after you create a buyer registry by importing master data.
Supplier identification – DOCUMENTS can use bank account numbers on an invoice to identify the correct supplier in the supplier registry, which is created by importing master data.
Country sorting – DOCUMENTS can automatically recognize an invoice’s country of origin by identifying the supplier. Using this information, you can create inbox folders that organize invoices by country. Invoices can also be routed and verified according to the country of origin.
Invoice classification – DOCUMENTS can differentiate and sort general expense invoices (GE), purchase order invoices (PO), and credit notes.

Buyer identification

The buyer is identified by matching text on the invoice with information in the buyer registry.

Each buyer has a corporate group ID, and this affects the rest of the process.

Scenario

In a typical DOCUMENTS installation, you have an invoice profile for each country and invoice type. You usually have a different buyer for each country. You use the buyer and supplier registries for identification, and you configure the inbox to sort invoices by buyer, country, and invoice type.

Invoice identification

If DOCUMENTS cannot find a matching invoice definition, it tries to identify the supplier.

If DOCUMENTS recognizes an invoice using identifiers, the invoice is identified, field are extracted using the correct invoice profile, and sent to the Invoice Verify inbox.

Supplier identification

DOCUMENTS identifies the supplier by matching invoice fields to information in the supplier registry. This narrows the selection of possible invoice profiles to use.

Only suppliers with a corporate group ID that matches the one associated with the identified buyer are considered.

Country sorting

DOCUMENTS uses buyer and supplier information to determine the invoice's country of origin. This narrows the selection of possible invoice profiles to use even further.

Invoice classification

If there is more than one invoice profile left to choose from, DOCUMENTS searches for other key fields to determine the invoice type and extracts the fields using the correct invoice profile.

A new invoice definition is created, and the invoice is sent to the Invoice Verify inbox.

Master data: Overview

Settings that affect classification in invoice solutions