Theoretically, everything is quite simple invoices from paper are first scanned so that they are present throughout the process in digital form. The central storage of invoices in a document management system (DMS) provides a fast and continuous access without the logistical obstacles of a paper archive or internal mail must be taken into account for all process participants.
Unlike many other processes, the processing of incoming invoices is particularly well suited for standardization. With such administrative processes no competitive advantages are generally achieved. Consequently, these processes should be designed as efficiently and smartly. This can work well with best practices and standardization.
More than cost benefits
Ideally, all incoming invoices will be listed in a central cockpit. The overview shows the most important addition to metadata of invoices is also the relevant process information. To retain financial accounting as process owner keep track of which employees currently the individual invoices are processed. In conjunction with the detailed data for process history that increases the transparency of the processes. By aggregating the invoice data available in the cockpit can also serve as an information source for the cash management, the budget makers and other interested groups.
Additional benefits of the digital invoice processing heard that the staff in the financial accounting by an automatic detection of the invoice contents largely the thankless task is removed, manually enter the relevant data on the entry screen of the ERP system. This is only one of many aspects that lead in total to a significant time savings.
The automatic determination of the responsible agents of certain tasks helps to shorten lead times. The workflow tasks, digital delivery to individual editors in particular runs much faster than sending the paper documents in the internal mail at the collaboration across multiple sites. In addition, it can be better exploited by the controllable process discounts. There is some disagreement on the question of whether and how the inbox must be filtered before it is scanned.
Most systems also provide the ability to manage different targets, so that safety requirements can be met better. This might include the setting of financial limits for the release of an invoice or a mandatory four or more eyes principle. The automatic allocation of powers and responsibilities to the individual process steps is one of them. Among the important safety aspects of invoice processing also includes the digital storage of documents in a revision-proof archive and management of access rights.
Typical pitfalls in the project
However, there are obstacles that make it difficult to digital processing of incoming invoices. To exist in most companies clear and documented rules, who is responsible for what and who is allowed to share what. At first glance, it makes sense to use these guidelines as a basis for the concept and the subsequent creation of the workflow. But not infrequently is later found that the rules exist only in theory and long since another standard practice has been established. The transparency of the process and the system-side test of the rules these discrepancies are only during the tests, at the latest even uncovered only during the productive use. In such cases, is then to decide whether the policy or the practice of working is adapted.
Another problem is that the knowledge of the existing flow in the company is often pronounced differently. The lack of knowledge about the target and actual processes may lead to a significant extension of the project term. In the worst case this leads to a reduced acceptance of the process for the users. Therefore, the project team the existing process in advance is required to recognize in detail in each case.
In addition, it is recommended that its own procedures before to monitor continually during and after implementation. So can prevent organizational hurdles such as the release of individual invoices by many different bodies delays the process and reduce the advantage of saving time. Often just also offers great opportunities the organizational procedure of acceleration of throughput times. Nothing happening here, but the opposite is also possible. Subsequent adjustments to the system are time-consuming and usually can deteriorate the project results.
Pay attention to the conditions
For the successful implementation of a digital invoice processing, it is important that all project members to work closely to customer and supplier sides. The digitization and changes in business processes can never be alone successfully the possibilities of the software. The employees of the user company must make such projects actively. This applies to the entire life cycle of the project from the stage of concept development of the tests at the start of operation and beyond. In the run-it requires a targeted project marketing to make users to change course and to gain their support.
A look into the future is important not only during the implementation, but also afterwards it is always necessary to balance between the status quo and a possibly altered approach. The project managers in the company should be granted for the decision-making powers.
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