No matter what format they are in or where they come from. We'll capture them for you. EDIFACT and e-invoices from key vendors and procurement portals. PDF and paper invoices. Even down to the most humble and minute expense receipt. A single complete solution to capture them all. Now and in the future. No more lose ends or stray invoices, we have it down to an automated science.
We optimize the process of getting data from the received invoices straight into your ERP system. The Next® solution combines state-of-the-art OCR technology, with xml imports, manual power indexing, and barcode recognition to make a solution that is tailored to meet your needs. To eliminate costly data errors, invoice data is automatically validated against your ERP system. Let approvers provide, complement, or verify booking info later in the workflow. Each approver has a personal accounting plan. Making booking easier and more safe. When an invoice is processed all booking data is posted in the ERP system. Easy. Automatic. And free of human errors.
The very moment a supplier invoice is scanned, imported, and captured, it is automatically filed in your electronic business archive. No need to use valuable time, paper, and office space to keep copies in binders or filing cabinets. The same applies throughout the organization. No more private copies. Ever.
With everything in the electronic business archive, you have unlimited access 24/7 - for everyone, from anywhere. In your office, the building next door, across the continent, or from your home. During office hours, late in the evening, or in the weekend. You'll be amazed to learn the value of this newfound freedom. Access is from within your ERP system, or using a browser, your tablet, or smartphone. And completely secure. Finally, sensitive documents can be kept from prying eyes. With guarantee!
Your supplier invoices are distributed for approval completely automatic and lightning fast. Based on company rules and data, in place of humans trying their best to remember. Invoices arrive in the right inbox in a matter seconds. Anywhere. Every time.
A single click and the invoice is approved - or rejected. Want someone else to handle the invoice? Or maybe you need their input. Just delegate the task in a split second, without ever losing track of the invoice’s whereabouts. In case you are waiting for a credit note just add a comment, and postpone the approval. Immidiately Accounts Payable know what is going on, don't need to call you. When you leave for vacation, simply tell the system. Automatic delegation rules take over, and make sure that predetermined substitutes handle the approvals. No pile of old invoices greeting you upon return. When on business travel, simply pull out your smartphone or tablet, between meetings or at the airport. Approve your invoices on the spot. This way you keep the ball rolling. And should you forget - trust us - Next will remind you. If that doesn't help, it'll rat you out, and tell your boss!
In case you use purchase orders for selected parts of your procurement, we automatically perform a three-way-match between; the invoice, your PO, and the delivery. If the match is acceptable, the invoice is approved automatically, untouched by man. Only if the invoice, the PO and the delivery don’t match up will you be asked to resolve the matter. Purchase orders and 3-way matching are valuable timesavers.
Being in control. Knowing at anytime exactly with whom each and every invoice sits. And knowing when it is expected to be approved. Having a helping hand reminding those who forget. You now have the tool to pay you invoices on time. Paying on time allow you to cash in on valuable early payment discounts, and to avoid expensive statutory interest. Paying on time also saves you endless hours of chasing lost or delayed invoices throughout the organization. Not to mention the endless hours dealing with reminders, and phone calls from annoyed vendors. Paying on time simply makes good sense.
Automating your supplier invoice process comes with a valuable spin-off. Tracking all invoices from the very moment they arrive, automatically gathers valuable input to your balance sheet and future cash flow. Many complex organizations have realized a completely new level of control from the new processes. All procedures and rules are well defined and documented in the Next® solution. As all actions are logged to the second – who did what, where, and when, this is a great timesaver with your auditors. Another cut in your cost.
Nobody knows for sure what the future will bring. But most likely it will bring change. Changing your business, scaling it up or down, is so much easier when your business is based on automated processes. Increased business activity will no longer call for recruiting and training new AP staff — an expensive and time-consuming process. And slow downs in the business will no longer call for immediate layoffs. We've seen businesses doubling, tripling, or even more without adding new staff in Accounts Payable. Add to that, just how much easier it becomes to make any organizational change. Centralizing, decentralizing, moving, merging in or selling off business units - you name it. It's just so much easier.