ImageCapture for Invoices is user-friendly software for automated invoice processing with DycoTrade. The software automates the entire process of importing, matching, approving and archiving your purchase invoices in DycoTrade.
ImageCapture fully integrates with DycoTrade and uses all the master data and booking logic from your administration when processing your invoices, without the need for periodic synchronization. So you manage your data exclusively in DycoTrade.
The process in ImageCapture
Invoices coming in by regular mail are scanned, invoices coming in by e-mail, e-invoicing or portal are imported and ready to be processed in ImageCapture. At this stage, you can assign free fields such as accounting codes and posting date. These fields get their information from your DycoTrade administration, eliminating the need for periodic synchronization of master tables.
Using OCR recognition or UBL processing, the invoice is automatically linked to the correct creditor in DycoTrade, after which invoice data is read based on free form recognition. One of the advantages of automated invoice processing with ImageCapture for Invoices is that there is no need to create templates in advance before they can be recognized.
If, when checking invoices, it becomes apparent that certain invoice data are not being read sufficiently, a one-time operation is sufficient to further optimize recognition.
Using all available master data and booking logic from DycoTrade, ImageCapture provides an automatic booking proposal, for checking and further coding of the invoice. This fully supports administrative fields such as proqurement categories, fixed assets, projects, dimensions, etc.
For invoices that are regularly broken down to multiple posting lines, ImageCapture for Invoices offers the great advantage of line recognition. This allows a read invoice to be presented directly as a booking proposal with multiple booking lines.
If it is important for digital approval of invoices that not only the received invoice is presented, but also previously scanned packing slips, time sheets or other performance documents, these can be added directly to the invoice both in the booking phase and later in the workflow phase.
For repetitive invoices coming from certain suppliers that you know in advance need to be itemized in a certain way, ImageCapture is able to remember these mutations. This eliminates the need for you to perform these operations manually the next time an identical invoice arrives from that supplier. The more often you use this functionality, the smarter you make the software.
By using all available master data, booking logic, purchase order and receipt information from DycoTrade, ImageCapture provides an automatic matching proposal for verification and direct matching of the invoice. This fully supports administrative fields such as internal and external item codes and dimensions.
For each creditor, it is possible to set up matching at invoice header or invoice line level. With full matching it is possible to set up automatic approval of the invoice. The booking can then be created immediately.
When it is important for digital approval of invoices that not only the received invoice is presented, but also previously scanned packing slips, time sheets or other performance documents, these can be added directly to the invoice both in the booking phase and later in the workflow phase.
It is possible to have invoices fully automated in ImageCapture, without human interaction. This can be done using robotic accounting functionality. This functionality can be set up per creditor or administration and used, for example, for purchase order invoices. When these match 100% with the previously placed order in DycoTrade, the invoice can be booked automatically.
UBL invoices can also be processed fully automatically in this way, as can invoices from your selected creditors. For example, when invoices contain monthly recurring charges, or when recognition of these invoices is always 100%.
After processing, coding and matching the invoice in ImageCapture, the invoice registration is exported to DycoTrade.
Consultation of the document can then be done from all relevant angles in DycoTrade.
During creditor recognition, based on the authorization scheme in ImageCapture, the appropriate authorization list is also immediately selected, taking into account preset threshold amounts. Based on these threshold amounts, invoices above a certain amount, for example, are only presented to management for approval.
The procuration schedule can be optionally configured based on creditor, administration, invoice type or other accounting dependencies. Billers automatically receive an e-mail notification that invoices are ready for review in ImageCapture with a link to the ImageCapture Web client. The booking is then already entered in DycoTrade with the status blocked for payment. The digital document is also already retrievable from the booking and other angles in DycoTrade at that time.
When the approver logs into ImageCapture, a complete overview of invoices yet to be approved and invoices pending is displayed. The extensive workflow functionality allows the approver to not only approve or disapprove, but it is also possible to ask a question to a colleague, delegate the invoice to a colleague or skip it, for example, while waiting for a response from the supplier.
When reviewing the invoice, all current booking information from DycoTrade is visible, including at the logistics level, such as order number, prices and quantities. Also shown are the approvers remaining in the review process and all audit trail information from the previous process steps.
From the moment invoices are imported into ImageCapture, they become part of the digital archive, including all booking approval and process information. The digital archive in ImageCapture is searchable with text labels. Access to the documents in the digital archive can be arranged very dynamically, for example, based on booking fields such as administration, general ledger account or amount.
The archive functionality can be extended with a management reporting tool. This gives you full insight into the status of your invoices at all times and keeps you in control of costs, lead times and supplier payment terms. In addition to the digital archiving of your invoices in the ImageCapture archive, the digital document complete with audit trail is also directly retrievable from the booking and various other perspectives in DycoTrade.
I will gladly tell you more about all the benefits of our integration in a personal meeting. Leave your details here and you will be called back for a date and time at your convenience.
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