SAP electronic invoicing workflow
Improve efficiency with the digital invoice workflow in SAP
The d.velop incoming invoice processing solution for SAP allows automated booking, verification, and approval of invoices in every company. It does not matter whether these are invoices with SAP purchase order references (MM) or cost invoices (FI). The invoice workflow is seamlessly connected to your SAP ERP or SAP S/4HANA. Verification and approval processes can also be integrated via the SAP Fiori app. The solution is fully integrated into the ordering and financial accounting system.
- 14 days can take time to check/release a paper invoice.
- 11 EUR costs to process a paper invoice.
- 0.5 % of all paper invoices get lost.
Invoice workflow in SAP „step-by-step“
Invoice receipt: Import via flexible input channels
Paper documents are fed into a scanner, digitised as PDF files, and imported. If an invoice arrives in digital form via email, such as an X-Rechnung or in ZUGFeRD format, it is fully automated and transferred into the software.
Automated invoice capture
Capture all incoming invoices, whether they are in paper, email, ZUGFeRD, or XRechnung format. All relevant booking information, such as invoice and purchase order numbers, dates, creditors, and line item data, are automatically extracted and transferred to SAP.
Automated invoice transfer to SAP
The digitised invoices are automatically transferred to the SAP system, pre-processed, and distributed for review. The d.velop invoice workflow is an SAP Business Workflow that is fully integrated into SAP.
SAP invoice workflow highlights at a glance:
- Workflow integrated into SAP
- Shorter processing times without transport and waiting times
- Reduction of transaction costs by up to 75%
- Variable mapping of company processes in the workflow
- Item-level factual verification and release (unlimited levels)
- Cash discounts and timely month-end closing
- Central data management without redundant copies
- Lower error rate thanks to automated duplicate checks
- Cross-location checking via smartphone app
- Analysis via statistics report (throughput times, users involved, numbers of unexplained items, etc.)
Substantive examination and approval
The substantive examination and multi-level approval, with or without reference to a purchase order, can be carried out either directly in the SAP Business Workplace or through a web interface. The status of each invoice can be accessed with the click of a button. Approvals and reviews can also be done via smartphone.
Seamless integration into SAP
The digital invoice processing seamlessly integrates into your existing SAP system and is directly connected to your procurement processes and accounting workflows.
Tamper-proof archiving: Keeping all invoices in view
The booked invoices are securely stored in the digital archive and can be accessed at any time and from anywhere. Access is controlled through individual authorisation structures, ensuring the integrity and security of the archived documents.
This is what our customers say about digital invoice processing in SAP
SAP competence by d.velop
As an official partner of SAP AG, our solutions are SAP-certified. d.velop AG can be your perfect team of SAP experts, because SAP is a fixture in d.velop’s own strategy. The company also has its own SAP center.
- d.velop is a long-time certified SAP partner
- Developed within your own namespace
- More than 700 customers use d.velop products in the SAP environment
- Dedicated SAP center with experienced SAP advisors and SAP developers
SAP in the d.velop blog
Blog article on digital invoice processing in SAP
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SAP FI Cost Accounting & AI – a well-rehearsed team!
SAP FI cost invoices without a purchase order reference mean a lot of work for accounting staff when processing them. That doesn’t have to be the case!
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SAP invoice verification: How to implement the digital process
The motto is: “It’s all about the money!”. Here, the focus is on the receipt of invoices and the subsequent payment transaction.
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SAP invoice approval explained in 5 minutes
These 5 advantages clearly speak in favour of using digital invoice processing – you can now optimise your processes with SAP Invoice.
d.velop won the document manager award in 2024. DM magazine is the UK´s only specialist IT title dedicated to document and content management technologies.
FAQ
Frequently asked questions about
digital invoice processing in SAP
The invoice workflow involves recording, checking, approving and paying the incoming invoice. The digital SAP invoice workflow can map the individual steps completely digitally and link them automatically so that holistic incoming invoice processing can take place transparently and efficiently throughout the entire organisation.
Digital and automated invoice processing not only saves you time, but also money. Faster processing allows you to reduce processing costs. Location-independent invoice verification speeds up the process. You can also fully digitise the process handover to your tax advisor. The central availability of documents in our archive gives you greater transparency across different departments. The fast, simple and legally compliant archiving of invoices ensures a continuous process without media disruptions.
The Classifier is a platform that is fully integrated into SAP and captures and enriches transaction-related data fully automatically for further document-specific processing. The Classifier includes a workflow module that can be specifically configured for the process-controlled further processing of data depending on the document type and company code. This platform offers solution modules for credit-side purchase to pay, debit-side order to cash and travel expense processes. Developed in its own namespace, individual modules or entire process chains are imported into your SAP system as a transport and adapted to your company-specific requirements via customising.
OCR stands for Optical Charger Recognition and is software for the intelligent text recognition of documents. In contrast to a scanner, which only creates a digital image of paper-based documents, OCR software can analyse the structure of the document. It divides a page into elements such as text blocks, tables or images. The software breaks down texts into individual letters and is able to analyse the data intelligently and transfer it to an ECM system, for example, or compare it with other documents or data.
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