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Steffen Lehmann - Retail and Logistics

Steffen Lehmann
Director Sales
Phone +49 30 726112-243

Invoice verification made easy

Content

„Since the launch six months ago, 25,000 invoices have already gone through the automated verification. While we previously verified the invoices only on a random sampling basis, the rate is now 100%. In addition to automated verification of commercial invoices, we are also looking at largely automated verification of material cost invoices.”

Commercial Director at ELMER

Requirements

The extensive product range of the leading specialist wholesale company leads to an annual total of some 130,000 incoming invoices, which previously could only be verified in detail on a random sampling basis. In order to systematically verify the correctness of incoming commercial invoices, the processes were to be automated:

  • Automatic verification of the individual items
  • Ensuring that subsequent activities of invoice processing in financial accounting are carried out
  • Comparison of the supply quantities and calculated prices with the original order

Approach

The invoice receipt ledger (IRL) offers an online portal interface that allows invoices to be viewed on the item level. The automated verification process runs in the background:

  • Comparison of the invoices with the corresponding orders and deliveries
  • Finding missing order references
  • Involvement of employees in case of discrepancies
  • Two-stage approval process (objective and commercial approval) that ends with a posting in the financial accounting software
  • Archiving of all required documents in compliance with GDPdU (Principles of Data Access and Verification of Digital Documents)
  • Integration of central payer GSH in the processes
  • Connection of all third-party systems, such as the inhouse ordering system, the long-term archive, and financial accounting, in order to allow data to flow into the IRL

Results Achieved

In a single tool, the IRL covers all tasks ranging from invoice verification to the connection of the existing IT landscape to processing of the data of the third-party systems:

  • Instead of verification on a random sampling basis, 100 percent of invoices are checked
  • Planned automation of material cost checking
  • Use of inubit for support of other work processes in the consortium
  • Bundling of the data flow of all systems