Cost invoice workflow
one of the business processes in the Enovatio Workflow
The system automates and supports the circulation of a cost invoice from its acceptance to accounting and archiving. The preliminary check, description, and fast acceptance of documents will make both you and your Accounting Department’s work easier. This solution will reduce the time needed to deal with cost invoices, increase control over deadlines, and help execute set procedures for circulation and acceptance of cost documents.
Cost Invoice Circulation Process
The process of cost invoice circulation was simplified to three steps: registering the invoice in the system, describing and accepting it, and exporting the invoice to the Financial and Accounting System’s buffer. Electronic circulation will eliminate the risk of losing or destroying the documents on the way.
Invoice circulation can be defined for the whole company or for a specific department, project, or any other unit. Every process has its own rules related to describing, accepting, and archiving invoices. As the company changes, these processes can be re-modelled.
Automatic Invoice Data Recognition – OCR
The system automatically reads information from scanned invoices (invoice number, client, date of issuing, date of sale, numerical values, etc.), which makes working more effective, increases the quality of document handling, and eliminates human error.
Introducing the system, even for large amounts of invoices, and processing invoices through it will reduce costs by 75%.
We use the Scanye OCR engine, which ensures precise data conversion.
Cost Invoice Evidence
The Enovatio system gives you fast access to the invoice register and a quick view without opening specific files.
Due to our advanced filters, you may search and sort documents according to specific requirements.
A list of invoices includes most important information about a document, such as dates, amounts, status, etc.
Cost Invoice Description
Describing a cost invoice is fast and intuitive due to the OCR function. A selected person makes a preliminary assignment of different cost types and centers while having all the information integrated with RPF systems. Thanks to that, the process of describing and accepting costs will be significantly shortened.
Monitoring Processes and Alerts
In the Finance and Accounting Department, all registered and processed cost invoices are visible together with their history of acceptance and changes. The cost invoice circulation system gives automatic reminders about closing payment deadlines and overdue invoices.
All data from the documents may be used for creating reports and financial and statistical analyses for management.
Security, Defining Access
The cost invoice circulation system has a number of security features for users and archived documents. The change log and authorization definition eliminates situations where documents would be given to “an unauthorized person”. Authorization can be given for both groups and individual users. The platform assures confidentiality of processed dataaccepting costs will be significantly shortened.
Integration with RPF and Enovatio Systems
The cost invoice circulation system integrates and exchanges information with other RPF systems such as: Sage Symfonia Premium/Forte, CDN Optima/XL, Tetra Line.500, Humansoft Hermes SQL, QAD, Microsoft Axapta, SAP, and others. Cost invoice circulation can be upgraded at any time with different Enovatio modules in such a way that cost documents can be assigned for projects, tasks, or tickets.
