Many organizations regularly process recurring invoices, such as rent bills, insurance bills or subscription fees. Booking these manually over and over again not only takes time, but also increases the risk of errors. Since ImageCapture 9.5, it is possible to automate repetitive bookings so that these changes do not have to be re-entered each time.
With this functionality, invoices from regular suppliers are automatically recognized and processed according to previously established posting rules. This means ImageCapture remembers patterns and makes booking suggestions increasingly accurate.
How does it work?
When first processing an invoice, the user defines the desired posting lines. These can be single or multiple lines, with settings such as general ledger accounts, cost centers and distributions. ImageCapture stores this information and automatically suggests an entry proposal for the next, identical invoice.
The more often this feature is used, the smarter the software becomes in recognizing and correctly processing repetitive invoices.
Options for repeat bookings
When setting up a repeat booking, there are several options:
- Leave amount empty: this gives the user the flexibility to handle a repeating entry with one or more lines, without a fixed amount attached.
- Proportional distribution: for example, in an insurance bill, it may be applicable that a total amount must be distributed over a fixed number of periods. Proportional distribution ensures that the amount is the same on all posting lines.
- Percentage per line: ImageCapture also allows you to remember the percent distribution key of the lines created. The next invoice, regardless of the total amount, will use the same allocation key.
- Fixed amount per line: finally, the user can choose to use fixed amounts. This makes checking the expected amount against the invoiced amount easy and quick, think for example of a rent invoice.
Clear descriptions:
A specific description can be added for each recurring entry. This provides overview and distinction between different recurring invoices per supplier.
Transit entry*:
Invoices can be automatically distributed over multiple periods, with the choice of doing so by reporting date or entry date. The distribution can be monthly or weekly. (This feature is only available to Exact Globe users.)
Available for almost all of our links
While this functionality was initially available for a limited number of links, it is now usable with almost all of our links. This means that users of various accounting and ERP systems can reap the benefits of automated repeating entries.
Because we are constantly working to improve and expand ImageCapture, we regularly add new features and links. Do you have specific requirements or are you curious about the latest developments? Then keep an eye on our updates.
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Do you have questions or want to learn more about what this functionality can do for your organization? Please feel free to contact us!
