Today more than 97% of invoices are received by email, why are we still entering the data for these invoices manually when we have all the rest of our process integrated into the ERP?

It seems that since the invoices come from an external source, we are not treating them as digital format documents and we are forced to perform manual processing with dedicated people to basically re-enter the data received digitally.

A real waste of time and, above all, of business process focus.

At Revertis we have helped several companies to implement a data extraction system using READSOFT OCR recognition. This situation allows to eliminate all the manual part of this process and transfer directly to the ERP D365 the information contained in the invoice received.

Through this project we achieved:

Reduce the total time in the management and registration of invoices
Standardize the processing of purchase invoices received in a single process
Directly automate the accounting of matching invoices
Streamline the management, tracking and approval of all invoices
Create a digital document archive directly accessible from the invoice journal of D365 and M365.

But how is it done?

By linking READSOFT’s OCR data extraction software with ERP D365 or Dynamics AX. In this way, it is possible to digitize the data of the invoices received and then incorporate them into our approval or validation flow.

The files of the scanned images and PDF’s can be uploaded to READSOFT by three different methods:

Depositing these files in a network folder shared by READSOFT
- The image files deposited in this folder will be read periodically and will be automatically incorporated into D365 as received invoices.
Sending the emails with PDF attachments to a specific email address in the system:
- READSOFT will directly extract the PDF attachments from the emails received in this email account and transfer them to D365 to automatically incorporate them also to D365 as received invoices.
Manually, by copying the files directly to the READSOFT program
- The user is responsible for uploading/copying the files manually.

In READSOFT the information will be validated and two output files will be generated for each invoice:

A PDF with the image of the scanned invoice
An XML with the tabulated data obtained from the validation and a reference to the previous image file, for its treatment and direct incorporation in ERP D365 or Dynamics AX.

In D365, REVERTIS is in charge of processing the information. The invoices that coincide with the delivery notes or purchase orders existing in D365, can be posted directly if so desired.
Invoices whose content differs from the original purchase order, either in amounts, quantities or any other parameter analyzed, will follow the workflow established in each company. The person responsible for processing will have all the information at their fingertips, in addition to the scanned image of the invoice.

What happens when there are discrepancies?

We typically identify three levels of discrepancies:

Identification and exact correction of discrepancies
Identification and approximate correction of discrepancies
Identification and request for credit to supplier

Revertis will help you define and automate the treatment of information according to your processes.
There are companies that, because of their type of business, may accept to register for payment invoices that are close to the original document and others that do not. All companies do not treat credit memos in the same way. In all these phases, Revertis as an official partner of D365 and Dynamics Ax helps you decide how to treat the information so that the solution adapts to your business.

What data can I retrieve?

With document scanning, we can retrieve all the information we are interested in. We are not limited to VAT number, date, invoice number, address, taxable amount and VAT. It can be the case that we are interested in retrieving the concentration of a product, the temperature or the batch number, for example.

Any field that is of interest to our organization can be retrieved, processed and sent to our ERP D365 directly. The retrieved data can be processed in the corresponding modules: quality, logistics, etc…

Can I send the invoices to SharePoint as well?

Once scanned, we can dispose of the invoices and XML files in the way that suits us best.
We can create an invoice record with the List App in M365 and save the invoices in a SharePoint site that we share with an external manager.

What happens when the data arrives in my D365 ERP?

Invoice data is handled in the same way when the invoice arrives by scanning as when it is entered manually. It is true that, on several occasions, customers take advantage of this project to improve and organize their internal invoice management processes. With the workflows, invoice processing can be automated and the handling of paper documents can be avoided. Invoice approval is recorded within the ERP by digital signature, without the need for manual signatures or stamps physically stamped on incoming invoice documents.
Of course, it eliminates the need to print invoices received on paper, circulate them around the company for manual approval and manage physical files of invoice records.
A partner like Revertis allows you to parameterize your processes within D365 ERP.

How are the costs of the project distributed?

An invoice scanning project is a project that consists of three main sections:

OCR system implementation cost
D365 integration cost
Annual scanning cost (p.u. per scanned document)
It is not possible to give an exact value since the solution is adapted to each type of company. Once installed, the cost of scanning documents varies according to the number of documents scanned during the year.

Contact

Do not hesitate to contact REVERTIS to evaluate this solution in your company. The solution we offer is fully integrated with your ERP Dynamics or Navision, no matter the version.

Scanning invoices and documents with D365 or Dynamics AX