The electronic flow of invoices
The system for the electronic flow of invoices is a solution enabling the proficient management of cost invoices reaching the company. It gives an opportunity to obtain full control over an invoice starting from when it is received, through analysis and acceptance, to accounting.
Using available devices – for example, scanners or multifunctional devices – a chancellery employee digitalizes the received documents and registers them. Next, the document is sent to consecutive users in electronic form, based on the process map defined earlier. At this point it is also possible to apply the intelligent data read system, which automatically reads the document data.
After registration, the invoice is described substantively by an appointed person who is required to attribute costs. The form produced at this stage has an embedded image of the scanned invoice in PDF format.
Having completed the required acceptance path, the invoice is sent by the system to the last stage: the acceptance of the invoice by accounting. This stage is completed most frequently by employees from the financial or chancellery departments. After the invoice is dealt with by accounting, the Plus Workflow system can also automatically generate an invoice metrics document to support its acceptance and help with attribution. At the very end, all the data is sent to the ERP system.
The implementation of the electronic flow of invoices system brings tangible benefits. It improves effective business processes and decreases labour intensity. The automation of invoice circulation improves the coordination of process flows between organizational departments, as it applies a workflow according to the specified process map. Moreover, it eliminates many activities that fail to create value, e.g. time spent waiting for documents or transporting documents between different locations. The electronic versions of invoices are stored in a secure, electronic document archive, which is available to authorized users 24 hours a day.