Automated invoice checks and validation - Revision history

Stefanseiler: /* Related articles */

2025-10-30T11:17:24Z

← Older revision		Revision as of 11:17, 30 October 2025
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	* [[ZUGSEIL Procurement Tools]]		* [[ZUGSEIL Procurement Tools]]
	*[[ZUGSEIL Quality and Returns Management (QRM)]]		*[[ZUGSEIL Quality and Returns Management (QRM)]]
	*[[ZUGSEIL ~~Procurement Automation Tools (PAT)~~]]		*[[ZUGSEIL PATTY]]
	* [[Warehouse Management System (WMS)]]		* [[Warehouse Management System (WMS)]]
	[[Category:Business Epics\|Category:Business Epics]]		[[Category:Business Epics\|Category:Business Epics]]

Stefanseiler at 10:15, 27 October 2023

2023-10-27T10:15:08Z

← Older revision		Revision as of 10:15, 27 October 2023
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	*[[ZUGSEIL Quality and Returns Management (QRM)]]		*[[ZUGSEIL Quality and Returns Management (QRM)]]
	*[[ZUGSEIL Procurement Automation Tools (PAT)]]		*[[ZUGSEIL Procurement Automation Tools (PAT)]]
	* [[~~ZUGSEIL~~ Warehouse Management System (WMS)]]		* [[Warehouse Management System (WMS)]]
	[[Category:Business Epics\|Category:Business Epics]]		[[Category:Business Epics\|Category:Business Epics]]

Stefanseiler: /* Related articles */

2023-10-12T08:00:30Z

← Older revision		Revision as of 08:00, 12 October 2023
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	*[[ZUGSEIL Procurement Automation Tools (PAT)]]		*[[ZUGSEIL Procurement Automation Tools (PAT)]]
	* [[ZUGSEIL Warehouse Management System (WMS)]]		* [[ZUGSEIL Warehouse Management System (WMS)]]
			[[Category:Business Epics\|Category:Business Epics]]

Stefanseiler at 06:24, 5 October 2023

2023-10-05T06:24:16Z

← Older revision		Revision as of 06:24, 5 October 2023
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	== Related articles ==		== Related articles ==

	* [[ZUGSEIL Shop]]		* [[ZUGSEIL Procurement Tools]]
	*[[ZUGSEIL Procurement~~-Suite~~]]
	*[[ZUGSEIL Quality and Returns Management (QRM)]]		*[[ZUGSEIL Quality and Returns Management (QRM)]]
	*[[ZUGSEIL Procurement Automation Tools (PAT)]]		*[[ZUGSEIL Procurement Automation Tools (PAT)]]
	* [[ZUGSEIL Warehouse Management System (WMS)]]		* [[ZUGSEIL Warehouse Management System (WMS)]]

Stefanseiler at 13:42, 25 August 2023

2023-08-25T13:42:37Z

← Older revision		Revision as of 13:42, 25 August 2023
Line 73:		Line 73:
	*[[ZUGSEIL Quality and Returns Management (QRM)]]		*[[ZUGSEIL Quality and Returns Management (QRM)]]
	*[[ZUGSEIL Procurement Automation Tools (PAT)]]		*[[ZUGSEIL Procurement Automation Tools (PAT)]]
	* [[ZUGSEIL Made To Measure (M2M)]]
	* [[ZUGSEIL Warehouse Management System (WMS)]]		* [[ZUGSEIL Warehouse Management System (WMS)]]

Stefanseiler: /* Accounts payable (AP) integration with b-op */

2023-07-17T06:44:19Z

Accounts payable (AP) integration with b-op

← Older revision		Revision as of 06:44, 17 July 2023
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	This deeper knowledge means that accounts payable automation is no longer required, as all information is matched and available by design on both b-op digitals of the business. This eliminates the entire work for which ap automation was required. All what needs to be ensured in the procure-to-pay process on the purchasing side is:		This deeper knowledge means that accounts payable automation is no longer required, as all information is matched and available by design on both b-op digitals of the business. This eliminates the entire work for which ap automation was required. All what needs to be ensured in the procure-to-pay process on the purchasing side is:

	* '''correct approval of the purchase order''' - this is a must have process, so that only purchase orders leave the company when financial, material and/or personal equipment approval have been granted		* '''correct approval of the purchase order''' - this is a must have process, so that only purchase orders leave the company when financial, material and/or personal equipment approval have been granted. Please [[Approval mechanisms\|read up here]] on the various order [[approval mechanisms]] supported by ZUGSEIL.
	* '''goods delivery confirmation''' - before any payment can be made the goods or services must have been delivered and the receipt has to be confirmed by an internal party. Please read up on the [[delivery confirmation strategies]] supported with ZUGSEIL.		* '''goods delivery confirmation''' - before any payment can be made the goods or services must have been delivered and the receipt has to be confirmed by an internal party. Please [[Delivery confirmation strategies\|read up here]] on the [[delivery confirmation strategies]] supported with ZUGSEIL.

	A b-op based system can then automatically check if the arrived bill is legit and matches the approved purchase order and the delivered goods or service. If so, the payment can be automatically triggered and pushed forward to liquidity planning, whith out any further manual checks.		A b-op based system can then automatically check if the arrived bill is legit and matches the approved purchase order and the delivered goods or service. If so, the payment can be automatically triggered and pushed forward to liquidity planning, whith out any further manual checks.

Stefanseiler at 06:40, 17 July 2023

2023-07-17T06:40:58Z

← Older revision		Revision as of 06:40, 17 July 2023
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	Before any supplier bill should to be payed, it must be validated against arrived deliveries.		Before any supplier bill should to be payed, it must be validated against arrived deliveries.

			== Manual validation ==
			In former times this process happened manually:

			* The bookkeeping department had a workflow established, that all delivery paper was signed by the person which received goods and send this paper to the bookkeeping
			* Whenever a bill arrived, the matching delivery papers had to be searched for and matched against the bill
			* If there were any non-matching items, the manual process of '''calling and researching''' startet, which was a very cumbersome process.

			Since the introduction of controlling tools this research process even increased complexity, as costcenters (to which bills were to be bound) might not match or even not exist ... . All this increased complexity and workload in the bookkeeping department without real value being created.

			== Accounts payable (AP) automation ==
			AP automation tools like [https://www.basware.com/ basware] support and <u>partially</u> digitalize this manual process and are currently wide spread. Here are some of the main features that attracted businesses to AP automation:

			* '''Simplified data entry:''' Automatically upload supplier and billing data in a consistent digital format
			* '''Automated invoice matching:''' Match purchase orders, goods received notes, and supplier invoices more quickly
			* '''Consistent invoice coding:''' Set rules that automatically attribute the correct ledger codes for every supplier invoice.
			* '''Efficient approvals:''' Automatically route invoice and billing approvals to the right stakeholders, who can review and sign electronically. With this comes faster approvals and greater transparency in the accounts payment workflow.
			* '''Simplified data governance:''' Audit all your accounts payable data using a single software interface rather than paper records. This reduces audit time, and rapid audits are integral to data governance and compliance operations.

			== Accounts payable (AP) integration with b-op ==
	[[File:Automated invoice check and validation.png\|thumb\|777x777px]]		[[File:Automated invoice check and validation.png\|thumb\|777x777px]]
	The process of automated invoice checks and validation involves several steps. First, the system extracts data from the invoice, such as the supplier name, invoice number, date, and total amount. This data is then compared against existing data in the company's database to verify that the invoice is legitimate and matches previous transactions with the supplier. Next, the system checks for errors or discrepancies in the invoice data, such as incorrect pricing, missing information, or duplicate entries. Any errors are flagged for review and correction by an accounts payable clerk or other staff member. Finally, the system can also perform additional validation checks, such as verifying that the supplier is registered with the company, checking for compliance with tax regulations, and ensuring that payment terms are being met.

	~~Automated invoice checks~~ and ~~validation can save businesses significant time~~ and ~~resources~~, as ~~they eliminate~~ the ~~need~~ for ~~manual data entry~~ and ~~review~~. ~~They also help reduce errors~~ and ~~fraud~~, as the ~~system~~ can ~~detect inconsistencies that may not~~ be ~~immediately apparent~~ to ~~human reviewers~~. ~~Additionally~~, ~~these systems can provide valuable insights into a company's accounts payable process, allowing for ongoing improvements and optimization~~.		B-Op governs a full data exchange along the entire procurement to pay (P2P) process once the contract is made. This means that from the internal order taken, the purchase order being approved, the fulfillment being made, the shipments having arrived and the bill written ... each step is digitally integrated and shared by both business partners.

			This deeper knowledge means that accounts payable automation is no longer required, as all information is matched and available by design on both b-op digitals of the business. This eliminates the entire work for which ap automation was required. All what needs to be ensured in the procure-to-pay process on the purchasing side is:

			* '''correct approval of the purchase order''' - this is a must have process, so that only purchase orders leave the company when financial, material and/or personal equipment approval have been granted
			* '''goods delivery confirmation''' - before any payment can be made the goods or services must have been delivered and the receipt has to be confirmed by an internal party. Please read up on the [[delivery confirmation strategies]] supported with ZUGSEIL.

			A b-op based system can then automatically check if the arrived bill is legit and matches the approved purchase order and the delivered goods or service. If so, the payment can be automatically triggered and pushed forward to liquidity planning, whith out any further manual checks.

			{{Note\|There exist no cases with b-op integration where this cannot match, as this would require that one side of the business changed the contract on their behalf without notifiying the other side.}}

	~~== Delivery confirmation strategies ==~~		As a result, processes like invoice checks and validation are no longer required. As the system can detects inconsistencies in that process chain created on one side by manual change, fraud or error is impossible.
	~~The delivery check ("PO-Flip") is~~ a ~~process from the past~~, ~~which forces vendors to tell~~ the ~~customer~~ that ~~goods have been delivered. This~~ process is ~~entirely obsolete with the usage of B-Op! Instead the customer has access to new delivery confirmation strategies, which use the power of cross-company data exchange and save both sides a lot of time:~~

	* '''De-Minimis strategy''' - customers have to option to define certain order types to be "De-Minimis" (of minor importance), e.g. uniform orders or office stationaty mailorders to the home office. De-Minimis orders will then not require a manual goods intake action by the receiving customer at all. Instead, the shipment notice automatically sent from the vendor to the customer organization over the [https://www.b-op.com/datasphere-trade B-Op dataphere trade] network triggers a fully automated clearance process. {{Note\|B-Op automatically sends out shipment notices to a customer digital when shipments have been made. The customer organization just reveses the regular goods-intake process: The goods are considered delivered after a certain amount of days (definable), ~~except the ordering party objects against the goods arrival. This delivery confirmation strategy is only available if the supplier is part of the b-op network~~ as ~~well. If the supplier is not the ''personal confirmation strategy'' is used instead.}}~~		This fact saves businesses significant time and resources, as they eliminate the need for manual data entry and review entirely!
	*'''Warehouse intake strategy''' - Regular deliveries which target a warehouse undergo the regular goods-intake process in a b-op application like [[ZUGSEIL Warehouse Management System (WMS)]], where the customer counts the ~~recieved items and typically performs a quality check as well.~~
	*'''Personal confirmation strategy''' - Requested deliveries, which are not bound to a warehouse but office or other item, need ~~to be confirmed in a b-op application like [[ZUGSEIL Shop]] to have arrived at the customer.~~
	~~For simplifying the delivery confirmation in ''De-Minimis''~~ and ~~''Personal confirmation strategies'', ZUGSEIL offers the [[App:Pending order tasks\|Pending order tasks app]], allowing clearance with very little effort.~~

	== ~~Advanced invoice checks and validation~~ ==		== Background information ==
	Beyond automation with all its errors (OCR faults) and flaws, the [https://www.b-op.com B-Op technology] offers the next level of order validation as:		Beyond automation with all its errors (OCR faults) and flaws, the [https://www.b-op.com B-Op technology] offers the next level of order validation as:

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	* '''the invoice validation happens already on the vendor side''': Vendors are only permitted to send bills into the network when they have a purchase contract exactly matching the billing details.		* '''the invoice validation happens already on the vendor side''': Vendors are only permitted to send bills into the network when they have a purchase contract exactly matching the billing details.
	* '''bills are enriched by customer background information:''' As the purchasing process is handled entirely digital on the customer and the vendor side, all details on the customer side (which are not known by the vendor) can be matched and can be used for automatic validation.		* '''bills are enriched by customer background information:''' As the purchasing process is handled entirely digital on the customer and the vendor side, all details on the customer side (which are not known by the vendor) can be matched and can be used for automatic validation.
	* '''delivery check:''' As [https://www.b-op.com B-Op] is not a standalone purchasing tool, but also includes warehousing and inventory managment functionality, it also is able to gather information from the other processes, which ~~entirely removes~~ the necessity to verify the effective receipt of goods in the procurement tool.		* '''delivery check:''' As [https://www.b-op.com B-Op] is not a standalone purchasing tool, but also includes warehousing and inventory managment functionality, it also is able to gather information from the other processes, which can (with a certain trust level reached) remove the necessity to verify the effective receipt of goods in the procurement tool.

	== Benfits of b-op in this process ==		== Benfits of b-op in this process ==

Stefanseiler at 04:30, 17 July 2023

2023-07-17T04:30:43Z

← Older revision		Revision as of 04:30, 17 July 2023
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			Before any supplier bill should to be payed, it must be validated against arrived deliveries.


	[[File:Automated invoice check and validation.png\|thumb\|777x777px]]		[[File:Automated invoice check and validation.png\|thumb\|777x777px]]
	The process of automated invoice checks and validation involves several steps. First, the system extracts data from the invoice, such as the supplier name, invoice number, date, and total amount. This data is then compared against existing data in the company's database to verify that the invoice is legitimate and matches previous transactions with the supplier. Next, the system checks for errors or discrepancies in the invoice data, such as incorrect pricing, missing information, or duplicate entries. Any errors are flagged for review and correction by an accounts payable clerk or other staff member. Finally, the system can also perform additional validation checks, such as verifying that the supplier is registered with the company, checking for compliance with tax regulations, and ensuring that payment terms are being met.		The process of automated invoice checks and validation involves several steps. First, the system extracts data from the invoice, such as the supplier name, invoice number, date, and total amount. This data is then compared against existing data in the company's database to verify that the invoice is legitimate and matches previous transactions with the supplier. Next, the system checks for errors or discrepancies in the invoice data, such as incorrect pricing, missing information, or duplicate entries. Any errors are flagged for review and correction by an accounts payable clerk or other staff member. Finally, the system can also perform additional validation checks, such as verifying that the supplier is registered with the company, checking for compliance with tax regulations, and ensuring that payment terms are being met.

Stefanseiler: /* Delivery confirmation strategies */

2023-05-15T16:30:55Z

Delivery confirmation strategies

← Older revision		Revision as of 16:30, 15 May 2023
Line 7:		Line 7:
	The delivery check ("PO-Flip") is a process from the past, which forces vendors to tell the customer that goods have been delivered. This process is entirely obsolete with the usage of B-Op! Instead the customer has access to new delivery confirmation strategies, which use the power of cross-company data exchange and save both sides a lot of time:		The delivery check ("PO-Flip") is a process from the past, which forces vendors to tell the customer that goods have been delivered. This process is entirely obsolete with the usage of B-Op! Instead the customer has access to new delivery confirmation strategies, which use the power of cross-company data exchange and save both sides a lot of time:

	* '''De-Minimis strategy''' - customers have to option to define certain order types to be "De-Minimis" (of minor importance), e.g. uniform orders or office stationaty mailorders to the home office. De-Minimis orders will then not require a manual goods intake action by the receiving customer at all. Instead, the shipment notice automatically sent from the vendor to the customer organization over the [https://www.b-op.com/datasphere-trade B-Op dataphere trade] network triggers a fully automated clearance process. {{Note\|B-Op automatically sends out shipment notices to a customer digital when shipments have been made. The customer organization just reveses the regular goods-intake process: The goods are considered delivered after a certain amount of days (definable), except the ordering party objects against the goods arrival.}}		* '''De-Minimis strategy''' - customers have to option to define certain order types to be "De-Minimis" (of minor importance), e.g. uniform orders or office stationaty mailorders to the home office. De-Minimis orders will then not require a manual goods intake action by the receiving customer at all. Instead, the shipment notice automatically sent from the vendor to the customer organization over the [https://www.b-op.com/datasphere-trade B-Op dataphere trade] network triggers a fully automated clearance process. {{Note\|B-Op automatically sends out shipment notices to a customer digital when shipments have been made. The customer organization just reveses the regular goods-intake process: The goods are considered delivered after a certain amount of days (definable), except the ordering party objects against the goods arrival. This delivery confirmation strategy is only available if the supplier is part of the b-op network as well. If the supplier is not the ''personal confirmation strategy'' is used instead.}}
	*'''Warehouse intake strategy''' - Regular deliveries which target a warehouse undergo the regular goods-intake process in a b-op application like [[ZUGSEIL Warehouse Management System (WMS)]], where the customer counts the recieved items and typically performs a quality check as well.		*'''Warehouse intake strategy''' - Regular deliveries which target a warehouse undergo the regular goods-intake process in a b-op application like [[ZUGSEIL Warehouse Management System (WMS)]], where the customer counts the recieved items and typically performs a quality check as well.
	*'''Personal confirmation strategy''' - Requested deliveries, which are not bound to a warehouse but office or other item, need to be confirmed in a b-op application like [[ZUGSEIL Shop]] to have arrived at the customer.		*'''Personal confirmation strategy''' - Requested deliveries, which are not bound to a warehouse but office or other item, need to be confirmed in a b-op application like [[ZUGSEIL Shop]] to have arrived at the customer.

Stefanseiler: /* Delivery confirmation strategies ("PO-Flip") */

2023-05-15T16:02:36Z

Delivery confirmation strategies ("PO-Flip")

← Older revision		Revision as of 16:02, 15 May 2023
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	Automated invoice checks and validation can save businesses significant time and resources, as they eliminate the need for manual data entry and review. They also help reduce errors and fraud, as the system can detect inconsistencies that may not be immediately apparent to human reviewers. Additionally, these systems can provide valuable insights into a company's accounts payable process, allowing for ongoing improvements and optimization.		Automated invoice checks and validation can save businesses significant time and resources, as they eliminate the need for manual data entry and review. They also help reduce errors and fraud, as the system can detect inconsistencies that may not be immediately apparent to human reviewers. Additionally, these systems can provide valuable insights into a company's accounts payable process, allowing for ongoing improvements and optimization.

	== Delivery confirmation strategies ("PO-Flip") ==		== Delivery confirmation strategies ==
	~~The delivery check~~ is a process from the past, which forces vendors to tell the customer that goods have been delivered. This process is entirely obsolete with the usage of B-Op! Instead the customer has access to new delivery confirmation strategies, which use the power of cross-company data exchange and save both sides a lot of time:		The delivery check ("PO-Flip") is a process from the past, which forces vendors to tell the customer that goods have been delivered. This process is entirely obsolete with the usage of B-Op! Instead the customer has access to new delivery confirmation strategies, which use the power of cross-company data exchange and save both sides a lot of time:

	* '''De-Minimis strategy''' - customers have to option to define certain order types to be "De-Minimis" (of minor importance), e.g. uniform orders or office stationaty mailorders to the home office. De-Minimis orders will then not require a manual goods intake action by the receiving customer at all. Instead, the shipment notice automatically sent from the vendor to the customer organization over the [https://www.b-op.com/datasphere-trade B-Op dataphere trade] network triggers a fully automated clearance process. {{Note\|B-Op automatically sends out shipment notices to a customer digital when shipments have been made. The customer organization just reveses the regular goods-intake process: The goods are considered delivered after a certain amount of days (definable), except the ordering party objects against the goods arrival.}}		* '''De-Minimis strategy''' - customers have to option to define certain order types to be "De-Minimis" (of minor importance), e.g. uniform orders or office stationaty mailorders to the home office. De-Minimis orders will then not require a manual goods intake action by the receiving customer at all. Instead, the shipment notice automatically sent from the vendor to the customer organization over the [https://www.b-op.com/datasphere-trade B-Op dataphere trade] network triggers a fully automated clearance process. {{Note\|B-Op automatically sends out shipment notices to a customer digital when shipments have been made. The customer organization just reveses the regular goods-intake process: The goods are considered delivered after a certain amount of days (definable), except the ordering party objects against the goods arrival.}}