PROCESSIT 7.3 R3

Invoice Workflow

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Invoice WorkflowPROCESSIT Workflow OverviewSupplier checkPosting GE after account codingInvoice workflow description

Invoice Workflow

PROCESSIT Workflow Overview

Workflow

You can configure PROCESSIT for a full accounting and approval workflow or select a limited workflow where invoices are imported directly to the AP tables for standard Oracle Open interface validation. If you select the base version, you must configure automatic accounting. For a full workflow, specify an approval document type and enable the approval and validation parameters. For a base workflow, disable the approval parameters. In both cases, discrepancies and errors are sent to administrators for further handling.

Supplier check

Before transfer from INVOICES to PROCESSIT, the system checks if New supplier has been selected in INVOICES. In that case, a create supplier workflow is run before the standard invoice workflow can proceed.

Posting GE after account coding

You can configure PROCESSIT to post GE invoices to the ERP system Accounts Payable immediately after account coding. Invoices are then imported after coding is applied and the invoice has been submitted. Invoices are still routed for approval, but the approver cannot change invoice data.

Invoice workflow description

  1. Invoice import: INVOICES scans and interprets invoices. Images are saved as TIF files. The data (image and xml) is transferred to Oracle E-Business Suite tables.
  2. Internal data validation: All data is validated. If errors occur, the workflow proceeds to modify invoice (11).
  3. Automatic matching: Invoices are automatically matched to corresponding purchase orders according to predefined business rules. If discrepancies occur, the workflow proceeds to manual match (5).
  4. Accounting: General expense invoices are coded by an accountant. Project accounting can be applied. Accountants can be allowed to approve invoices. If the accountant rejects the invoice, the workflow proceeds to super user handling (12). If the accountant matches the GE invoice to a purchase order, the workflow proceeds to manual match (5). If the accountant submits the invoice, the workflow proceeds to approval (6).
  5. Manual matching: Invoices are manually matched to purchase order information by a predefined manual match user. Both header and line data can be matched. Invoices can be sent for standard accounting (4). If the invoice is rejected, the workflow proceeds to super user handling (12). If the manual match result is used and the invoice is submitted, the workflow proceeds to Open Interface validation (7).
  6. Approval: Invoices are approved by an approver. Approvers can be allowed to change account coding. If the approver submits the invoice, the workflow proceeds to Open Interface validation (7). If the approver rejects the invoice, the workflow proceeds to super user handling (12).
  7. Open Interface Validation: Approved data is inserted in the Oracle Open Interface table. Validation rules from the standard Oracle validation process is applied to ensure fulfillment of requirements for Oracle invoice import. If the validation is successful, the workflow proceeds with import (8). If errors occur, the workflow proceeds to maintain payables (13).
  8. Import to Account Payables: Invoices are imported to Accounts Payable according to the configuration specifications (hold name, import user, import responsibility). The workflow then proceeds to standard Oracle invoice validation (9).
  9. Standard Oracle invoice validation: Standard Oracle invoice validation. If the validation applies holds to an invoice, the workflow proceeds to release holds (14). If the invoice is validated, it is posted and ready for payment (10).
  10. Workflow complete: Workflow is completed and the invoice is ready for payment.
  11. Modify invoice: A defined super user can correct the invoice data and either retry the invoice workflow (2) or stop the process (15).
  12. Super user handling: A defined super user receives notifications about rejected invoices. The super user can either retry the workflow (2), correct the invoice via modify invoice (11) or stop the invoice (15).
  13. Maintain payables: A defined super user is notified errors during import to Oracle Open Interface table (Invalid price/Quantity/Amount). The super user can either correct the invoice and retry the workflow (13) or cancel the workflow (15).
  14. Release holds: A defined super user can select to release (9) or keep (16) invoice holds.
  15. End flow: The invoice workflow is terminated.
  16. Keep holds: All holds applied to the invoice remains applied.