BasWare Automatic Invoice Processing Software

BasWare Automated Invoice Processing solution contains tools for automating the global enterprise’s entire purchase invoice workflow. The solution enables full control over the workflow  and helps ease an organization’s financial process  through enhanced automation, process improvements and built-in best practices. This allows the company to meet various compliance requirements with fewer  resources than traditional methods would require. In addition, the seamless integration to ERP and accounts payable systems allows organizations to maximize their Return On existing Investments (ROeI).

BasWare Invoice Processing software is an advanced cutting-edge electronic invoice processing solution. It enables electronic workflow, revision, cost allocation and approval of purchase invoices as well as transfer to the accounts payable (AP) system. The value-added modules complete the BasWare Invoice Automation solution.

Value-added modules of BasWare Invoice Processing:

BasWare Order Matching allows the purchase invoices to be automatically matched to purchase orders. If the purchase order is pre-approved, the approval workflow is automatically copied to the BasWare Invoice Processing system. No further workflow is needed and the invoice can be transferred directly to accounts payable.

BasWare Recurring Invoice Matching automates the processing of periodic, contract based purchase invoices. Typically, the invoice amounts and the posting data of these invoices are identical. The module automatically matches the invoice with the contract and transfers matched invoices directly to accounts payable. If the invoice does not match the contract, it is sent to the pre-designated person for approval.

Benefits of BasWare Automated Invoice Processing Software:

• Reduced invoice handling costs by:
  • accelerating workflow
  • eliminating interests on late payments
  • taking advantage of discounts on early payments
• Increased control over workflow
• Improved cash flow management
• Versatile search, analysis and reporting functions
• Reduced storage space
• Decreased manual input and elimination of errors
• Pioneering product with extended functionality
• User-friendly interface
• Rapid installation
• Seamless integration to other applications

Calculate your invoice processing savings:

 

Functional Features of BasWare Automated Invoice Processing software

BasWare Invoice Processing software is a complete electronic invoice processing solution for global enterprises. It allows both direct scanning of invoices into the system and electronic receiving of invoices from an Internet billing service. Scanned invoices are interpreted by using a powerful Optical Character Recognition (OCR) function and linked to supplier information extracted from accounts payable, reducing considerably the error-prone re-keying of information. Received invoices are matched to purchase orders (PO) and transferred directly for payment. Only invoices with discrepancies are sent to workflow for approval.

Create an order

Goods receipting

Scanning invoices

BasWare Invoice Processing can collate and deliver the invoice and supporting documents directly to employees anywhere in your organization for on-line authorization. An e-mail notification with a hyperlink to the invoice will prompt the employees into action speeding up the workflow. The system tracks the status of each invoice, monitors time scales and issues e-mail reminders if the invoice is not processed within an acceptable time frame.

Routing invoices

Approving invoices

Once the reviewing, approval and accounting codes are completed, the invoice is automatically sent to the accounts payable department for final review and transfer to accounts payable and accounting systems. All information related to the invoice, including attachments and comments, is collected during its e-mail workflow, creating a complete and easily accessible electronic invoice archive.

Invoice monitoring

Administration

Summary of the functional features of BasWare Automated Invoice Processing Software

• Package application
• Multi-organization and -currency capabilities
• Support for shared service centres
• Support for electronic billing
• OCR functionality
• Duplicate checking
• PO and invoice matching
• Automatic reminders
• Backup person management
• Support for business rules
• Cash management - payment prediction
• Secure and easy access
• Scalability
• Integrates into larger e-business initiatives
• Is a powerful tool to search and analyse invoices providing more information on procurement
• Middleware modules to many ERP and legacy systems such as
  • SAP R/3,  
  • Oracle Financials
  • BAAN
  • Agresso
  • Peoplesoft
  • BasWare Invoice Processing

Further Information

 Automated Invoice Processing [PDF 146KB]
 BasWare Invoice Processing [PDF 88KB]
 BasWare Invoice Capture [PDF 397KB]
 BasWare Purchase Management [PDF 1.01MB]
 BasWare SAP Integration [PDF 77KB]
 BasWare eBusiness Solutions [PDF 370KB]

Other related Products and Services

Outsourced Invoice Processing

DCS can supply a full service for the outsource handling of

• PO receipt of supplier invoices
• Receipt of eInvoices
• Scanning of paper original copies
• Full logging of each transaction
• Cheque cashing and handling service
• Data extraction of both header and line items
• Validation of data for correct values, codes, etc
• Matching to purchase orders
• Exception handling
• Routing for approval using BasWare as a managed service on DCSs remote servers
• Fully proven integration of remote data with over 75 ERP and accounts systems
• Full management reports

This outsourced service can at a later stage be migrated to the clients own facilities with a phased and managed transfer of equipment, system configuration and even staff thereby giving a low cost, low risk project startup

FileStore Document Management Solution

FileStore can automatically archive your scanned invoices thereby eliminating the need to store paper copies of documents for the legal requirement of 7 years or more. FileStore can also route invoices, applications, orders and other document related information automatically between departments for approval thereby speeding up and tightly controlling internal business workflow.

FileStore

FileStore automatically captures EDI and other electronically submitted/created information including statements, invoice runs, reports and form printed letters and then compresses and archives them within the FileStore server.

b-Wize Invoice
b-Wize Invoice allows supplier invoices to be scanned into digital form and then header and line item information to be automatically extracted and fed into any back office accounts or trading system. The system is fully compatible with SAP, Oracle, Open Accounts, SQL and most other accounts, ERP or back office databases and also integrates with FileStore to allow images to be routed for approval.

Outsource Invoice Processing

If you do not wish to implement in house systems using b-Wize or BasWare to process your invoices and/or purchase orders then DCS can handle this as a fully outsourced service using these solutions via web browsers.

This can be implemented as a long term trial or as an immediate cost saving solution in order to deliver benefits without any capital expenditure.