InvoiceFlow can be integrated with the intelligent OCR system that automates the preliminary entry of documents at the initial stage of the EIF process. The close integration with the ECM (currently Rockawork) system supporting the electronic processing, archiving and flow of documents and information ensures the permanent and safe archiving of documents.

The solution can be applied in all organizations using the SAP system which record a significant number of invoices and want to implement a systematized EIF process.

No paper, no delays

All for One  InvoiceFlow allows you to organize and systematize the flow of documents as part of the EIF process in electronic form and to eliminate the flow of documents in paper form.

All for One InvoiceFlow consists of three basic components:

  • custom SAP components,
  • the Rockawork archiving system,
  • an intelligent OCR system.

One of the custom SAP components is the Invoice Slip application that is a logical overlay to the standard transactions for entering invoices in SAP MM and FI modules and allows you to run the Electronic Invoice Flow. EIF is a process in which documents (invoices/corrections) are assigned, verified, described and accepted by the relevant persons within the organization. The resulting document is made available in the Slip application as an attachment in PDF format, archived in the Rockawork archiving system.

To improve the work of persons who preliminarily enter documents, an option of integration with the intelligent OCR (optical recognition of contents of a document) system has been provided. As a result, the first steps of the process associated with the recording of the document have been automated (a slip is created automatically in the background).

The Electronic Invoice Flow process for invoices (MM) with reference to MM purchase orders consists of the following stages:

  • scanning,
  • recording/verification,
  • posting,
  • explanation of quantity deviations (only in case of a deviation),
  • explanation of value deviations (only in case of a deviation).

The EIF process for invoices (FI) without reference to MM purchase orders consists of the following stages:

  • scanning,
  • recording/verification,
  • acceptance (a sub-process consisting of N steps of document acceptance, depending on internal arrangements of a specific company),
  • posting.

The sub-process of acceptance of documents without purchase orders is configurable using BRF (Business Rules Framework), a tool which allows you to define the number of acceptance stages, algorithms for selection of an accepting person, e.g. a CC owner, etc.

In the case of documents with reference to purchase orders, we assume that purchase orders are accepted in financial terms; therefore, only the explanation of deviations is provided in All for One InvoiceFlow.

The solution is compliant with the requirements of SOX and the Separation of Duties (SoD) concept. A strict separation between persons who record documents and those who post them is ensured.

Invoices under full control

WithAll for One InvoiceFlow, the process of recording documents is faster, better documented, with a full control of the document processing stage. Documents are always verified and correctly assigned, which speeds up the payment process, affects the cash flow of the organization and has a positive impact on relationships with suppliers.

The solution is available as part of All for One SAP Add-ons, an offer of unique products that enable SAP systems to be used more efficiently at a low cost. These are proprietary functionalities of All for One, extending the SAP system standard, as well as tools optimizing the implementation and development of SAP.

As part of the standard All for One InvoiceFlow license, the customer receives:

  • a fit & gap analysis (2 business days),
  • installation of SAP components,
  • installation of Rockawork.

Due to the scalability of the product, it is optimal to carry out a fit & gap analysis, e.g. mapping the diversity of accounting scenarios resulting from the fact that the acceptance of economic events is complex and divided into stages.

The installation of an intelligent OCR system is optional and requires additional licenses for the solution recommended by All for One Poland.