Matching order confirmations
Automatic purchase order confirmation matching makes everything easier and more efficient. Confirmations are automatically matched to your purchase orders, discrepancies are immediately flagged, and all data is kept current in your records.
From complexity to
ultimate control
Make your procurement process work for you
The system automatically links and verifies confirmations without you having to manually intervene. You receive notifications only when there are discrepancies.
Instant control of purchase prices and delivery dates
You know immediately which confirmations are incorrect. The system places these in a clear workflow, so you can act quickly and efficiently.
Digital comfort and complete control
All confirmations are stored digitally and linked to your purchase orders. You always have access to documents and insight into the status of each order.
Matching
Approving
Updating
Archiving
Success!
Importing
Smarter, faster and easier
Our software makes complex tasks simple while saving you valuable time.
Find out what it can achieve for you:
Automatic processing functionality
Whether confirmation arrives by e-mail or on paper, the system automatically reads it in via scans or direct import.
Match not only header data, but also unit prices, delivery dates and quantities, so discrepancies are immediately visible.
Easily adjust prices, delivery dates and other details within the system without separate manual actions.
Automatic workflow management
Assigned approvers automatically receive notifications for approvals based on threshold amounts, deviations or criteria.
Approvers can not only approve or disapprove confirmations, but also add comments, delegate tasks or ask questions of colleagues.
Insight and document management
The scheduling department always has up-to-date insight into delivery dates, which helps optimize internal processes.
All documents are searchable with text labels and accessible based on user rights.
Schedule a no-obligation demo and get to know Scan Sys
Experience for yourself how automating order confirmations makes your procurement process more efficient.
Integrate with all financial and ERP systems
Scan Sys facilitates seamless integration with specialized solutions from the market. This allows all the software you use on a daily basis to be effortlessly connected.
These firms also work with Scan Sys’ software
Frequently Asked Questions
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How are deviations in price or delivery dates handled exactly?
When the system detects a discrepancy between the purchase order confirmation and the original order (such as a price difference or discrepancy in delivery dates), the discrepancy is automatically flagged. The system then puts the confirmation into a workflow depending on preset threshold amounts.
The assigned approvers receive a notification with all necessary details, including the reasons for the deviation. The approver may decide to approve the deviation, adjust it, or ask the supplier for clarification.
How does integration with my existing ERP or financial system work?
ImageCapture integrates seamlessly with most common ERP and financial systems. Once purchase order confirmations are read, they are automatically linked to the correct purchase order in your system. This saves manual entry and uses existing master data and booking logic, so you are always working with current data. No periodic synchronization is required, ensuring efficient and error-free data transfer.
How can I adjust the approval for specific deviations or threshold amounts?
In ImageCapture, you can fully customize the approval workflow based on your organizational needs. Discrepancies can be automatically forwarded to the appropriate approver(s) depending on the size of the discrepancy (for example, price differences or delivery dates).
You can set threshold amounts for automatic approval or approval, so that only significant discrepancies enter the approval workflow. This keeps the process efficient, yet well-controlled.
What happens to approved purchase order confirmations?
Once approved, the changed data is automatically updated in the original purchase order. This ensures that records are always up-to-date without manual intervention.
The approved purchase order confirmation is digitally archived and is directly retrievable from your ERP system, so you always have quick access to the necessary documents for further processing or reporting.
What happens if a purchase order confirmation is not approved?
If a purchase order confirmation is not approved, it can be automatically returned to the supplier with a request to resubmit the confirmation with the adjustments indicated.
This is done via email, where you have the opportunity to add a comment or state a reason for the rejection. Deviations from the confirmation can also be detailed in the system for further follow-up.
How can I check or edit the details of a purchase order confirmation afterwards?
After a purchase order confirmation is read in and matched, you always have the option to check or adjust the data. If a discrepancy is detected, you can edit and adjust the relevant order data within ImageCapture before further processing it in your system.
All changes are recorded in the audit trail, so you always have a detailed overview of all actions taken.
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