Automated invoice processing with Prodin

ImageCapture for Invoices is user-friendly scan-and-recognition software for automated invoice processing with Prodin. The software automates the entire process of processing and archiving your purchase invoices.

Direct integration

ImageCapture fully integrates with Prodin software and uses the master data and booking logic from your administration when processing your invoices. So you manage your data exclusively in Prodin!

Workflow

Processed invoices are validated immediately and when using the ImageCapture workflow for approval, blocked entries are created in Prodin.

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Importing

Invoices arriving by mail are scanned and invoices arriving by email or e-invoicing are read directly into ImageCapture. At this stage, you can assign free fields such as accounting codes and booking date. These fields get their information directly from your Prodin 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 Prodin, 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.

Coding

ImageCapture fully integrates with Prodin’s software and uses the data in Prodin to automatically book purchase invoices in real time. Thus, the creditor is automatically recognized and all relevant invoice data such as invoice number, date and amounts are automatically read.

If a purchase order number is present on the invoice, it is also recognized, after which ImageCapture automatically links the invoice to the order number in Prodin.

The processing of collective invoices on multiple orders is also fully supported. Cost invoices are automatically booked by general ledger account, cost center and VAT code, with the option to charge costs directly to work in progress, production, service and current account charges.

The processing of G account amounts, credit limitation and payment discounts is also fully supported.

REPEATING ENTRIES

For repetitive invoices originating from certain suppliers that you know in advance must 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. 

Booking

After the invoices are checked and completed, they are digitally archived and the entries are created in Prodin, status blocked for payment. The invoices can be accessed directly from the booking and through other angles in Prodin.

When processing purchase-related invoices, all relevant data is exported to allow automated matching and offsetting of the invoice against orders and receipts in Prodin.

Approving

During creditor recognition, based on the authorization scheme in ImageCapture, the appropriate authorization list is also immediately selected, taking into account preset threshold amounts. For example, based on these threshold amounts, invoices above a certain amount 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 a notification that invoices are ready for review in ImageCapture with a link to the ImageCapture Web client. The entry is then already entered in Prodin with the status “blocked for payment”. The digital document is also already retrievable from the booking in Prodin at that time. When the approver logs into ImageCapture, a complete overview of invoices 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 pending a response from the supplier. When reviewing the invoice, all current booking information from Prodin is visible, including at the logistics level, such as prices, item numbers and quantities. Also shown are the approvers still to follow 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 booking and various other perspectives in Prodin.