{"id":11611,"date":"2022-11-08T13:10:02","date_gmt":"2022-11-08T12:10:02","guid":{"rendered":"https:\/\/fusio.cz\/approval-and-processing-of-received-invoices\/"},"modified":"2024-07-31T15:20:08","modified_gmt":"2024-07-31T13:20:08","slug":"approval-and-processing-of-received-invoices","status":"publish","type":"page","link":"https:\/\/fusio.cz\/en\/approval-and-processing-of-received-invoices\/","title":{"rendered":"Approval and processing of received invoices"},"content":{"rendered":"\t\t
Fusio allows you to quickly approve documents, automatically extract them (even with QR Invoice) and export them to your existing accounting software.
\nIt provides a comprehensive invoice workflow. <\/p>\n
Fusio is a flexible system that adapts to your needs and processes.<\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
Video: How to quickly and easily approve an invoice in Fusio<\/em><\/span><\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t Is it no longer sustainable for you to have invoices and documents circulating physically through the company for approval? “What I appreciate about Fusio is the flexibility and responsiveness in development – we have created solutions together tailored to our needs. We also welcomed the fair pricing policy for changes and additional requirements that arose during the development of the solution.” Ing. Karel Dvo\u0159\u00e1k, Deputy Director for Economics and Technical Support, Diocesan Charity Brno<\/p>\n Read the case study …<\/a><\/a><\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t Invoices are automatically entered into the system from your e-mail, by scanning from a multifunctional device or from a collection folder on your computer.<\/strong> <\/span> You can scan the invoices you receive in paper form into the system, for example on your multifunctional device. Basic information about the invoice – such as Supplier or Date\/Time of Delivery – is available immediately upon receipt in Fusio. The QR Invoice format can be used to automatically fill in some accounting data<\/strong> The QR Invoice allows easy transfer of the header parameters of the invoice from paper to Fusio and ensures the most automated processing – everything will be done without manual input (invoice number, intricacy date, TIN, invoice issue date, tax base, variable symbol, etc. Fig.: Integration of Fusio with QR Invoice – a standard that allows sharing accounting information with the Fusio system using a QR code:<\/em> An optional part of Fusio is the automatic extraction of your required detailed data and its verification (validation) before saving or exporting the data.<\/strong> <\/span><\/p>\n Learning algorithm<\/strong> <\/span><\/p>\n The system is based on an algorithm that gradually learns and improves the results of document extraction. Document processing procedure<\/strong> <\/span><\/p>\n After a document is learned during the first scan, all text is automatically extracted for subsequent documents. Automatic validation of extracted data<\/strong> <\/span><\/p>\n The system enables automatic validation (checking) of the extracted and entered data. Fig.: Fusio – Extracted data (right) – correctly extracted data marked in green, red items can be corrected by manually marking the required data on the invoice.<\/span><\/em><\/p>\n<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t Once you receive an invoice in Fusio, you can approve it immediately thanks to the immediate availability of basic information such as Supplier or Date\/Time of Receipt. Fig.: The ability to approve a document from a mobile device.<\/span><\/em><\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t Ask your suppliers to quote your order numbers on invoices. Fig.: Example of the Invoice Approval Agenda – List and Fusio Editor:<\/em>How does Fusio help you with invoice approval?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
\n\t\t\t\t\t\t\t
\t\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t
Fusio for invoice approval - case study<\/a><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
\nFusio can help you to digitise and optimise the process. <\/p>\n
<\/strong><\/em><\/p>\n5 steps for processing received invoices in Fusio<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
1. Document input
<\/span><\/h3>\n
The optimal situation is for documents that you already receive in electronic form.
\nIf your suppliers e.g.
\nsend invoices to the e-mail address faktury@vasefirma.cz, we will add a data pump to Fusio that will automatically download the e-mails from the mailbox and include them in the system – with the possibility to receive messages only from pre-approved addresses or addresses that meet other defined requirements. <\/span><\/p>\n
\nThe scans are loaded into the system in bulk, you just need to set up the scanning workstation correctly. <\/span><\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t2. Admission to Fusio
<\/span><\/h3>\n
\nYou can therefore quickly approve<\/span> the document if necessary .<\/span> <\/strong><\/span><\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
<\/span><\/p>\n
\nYou will increase user satisfaction and reduce input errors and the need to solve problems associated with it, e.g.
\nYou will also be able to reduce the complexity of the entry process and reduce the risk of errors related to the VAT control declaration.
<\/span><\/p>\n
<\/span><\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
3. Automatic extraction
<\/span><\/h3>\n
\nAs the number of documents processed increases, the system automatically stores the latest information by document type and always selects the best location of each value for extraction during processing.
\nThe entire algorithm runs in the background and does not require user intervention. <\/span><\/p>\n
\nFrom the extracted data, the system recognizes what type of document it is (this is the so-called document template).
\nAccording to the template, the required data (invoice number, supplier ID, etc.) is searched and displayed in the form of a list of found attributes.
\nThe user can correct or specify any data at any time.
\nAfter automatic checking and verification of the extracted data by the user, the document is saved in the required file format or the data is exported to the information system to which Fusio is connected. <\/span><\/p>\n
\nWhen an attribute value is extracted or entered, the value is checked against the database or ERP system, and if the value is incorrect, the export of the entire document is disabled and the attribute is highlighted in red.
\nAt the same time, the reason why the check of the attribute value failed is always listed for the attribute, for example, that the entered ID does not exist in the information system.
\nIf the data is entered correctly, the selected attribute is highlighted in green. <\/span><\/p>\n\t\t\t\t\t\t\t\t\t\t\t
4. Approval<\/span><\/h3>\n
\nOnce extracted, more detailed information is available, such as Price, Due Date, Invoice Number, etc. <\/strong><\/span><\/p>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
Tip: Automatic Matching: Incoming Invoices + Orders<\/span><\/h3>\n
\nThen your received invoices can be automatically matched with the orders entered in Fusio.
\nThis will simplify your company’s purchase approval process and keep your costs under control.
\nYou can easily approve incoming invoices by marking the “Ordering Party” in the system as the “Approver” of the invoice.
\nYou can also implement an automated system: Request Submission – Purchase Approval – Invoice Pairing – Invoice Approval.
\nThis will give you a good basis for your financial controlling – data on orders placed and costs of individual departments, commodities purchased, etc. <\/span><\/p>\n
<\/span><\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t
\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t