Invoice processing

Invoice registration

After receiving an invoice from a supplier, every single invoice needs to be registered either in a workflow system or directly in the ERP environment. It is a crucial step before the final booking of the invoice. In this step all important details need to be entered into the system. These details consist of an invoice number, invoice date, VAT amount and total amount, among others.

An automatic accounts payable process allows an invoice to be registered by using software that scans data electronically, meaning all an employee needs to do is verify the accuracy. The process works for both expense invoices and purchase order invoices. Automation of the accounts payable process makes invoice registration incredibly simple. AP outsourcing provide you to make the process as easy as it can be.

What are the advantages of delegating this process to EFF?

• You do not have to book invoices manually in ERP
• You can be sure that all invoices will be registered, no document will be overlooked
• All mandatory details of an invoice will be entered correctly
• At EFF we focus on precision and scrupulosity during invoice registration to avoid mistakes in your books.

Invoice distribution

After an invoice is registered, it is important that it is distributed to a proper person. Each company has its own unique invoice authorization structure. Some of them are simple, but they can be quite complex. If you have complicated authorization structure, you do not have to struggle with it internally, accounts payable outsourcing can help you with it.

We will take care of the distribution of your invoices to the correct authorizers. After initially equipping us with information about the desired distribution structure in your company, you will not have to worry about it any longer. We will make sure that every single invoice reaches the appropriate employee. In addition, we also keep an eye on its further flow until it is posted in your books.

Do you wonder what you could gain by delegating this task to EFF?

• Assurance that your invoice goes directly to the correct person
• You will avoid situations where someone receives an invoice that they should not see
• There will be no need to remember who is responsible for each invoice, we can take care of it for you

Expense invoice coding

All expense invoices need to be coded before the final booking. The invoice coding can include information such as the account, cost center, or profit center. As a result, the cost of the invoice will be allocated to the right general ledger account and in turn, the correct department.

It is important to choose the right general ledger account to keep your accounting process transparent and fulfil all accounting law requirements. All costs need to be allocated to proper cost centers. Afterwards, based on the chosen cost center, the invoice is sent to a designated person who approves the document.

Here are some examples of what you can gain by delegating the coding of your invoices to EFF as an AP outsourcing:

• Each invoice will be booked into correct accounts
• Invoice costs will be allocated to proper cost centers
• Your employees may check the coding or simply validate the invoice straight away, without having to input the coding data themselves
• Your employees will save time and be able to focus on their core responsibilities

Purchase order invoice matching

Does your company have a plenty of purchase order invoices? Have you had enough of spending numerous hours comparing and checking if an invoice can be matched with a relevant purchase order in your system? Do you think this process is time-consuming and does not allow you to take care of more important activities to expand your core business? If so, you have come to the right place! We are here for you to provide you the best purchase-to-pay outsourcing.

EFF’s accounts payable department has specialized in purchase order invoice matching for years. Competent accountants can handle the process with detailed accuracy, so you can be sure that payment will be processed only for the goods and services you ordered. Accounts payable accountants at EFF work with a wide range of software adapted to matching purchase orders with invoices – from SAP, MS Dynamics 12.0, MS Axapta 3.0 to MediusFlow.

What can we help you with in the purchase order invoice matching process?

• Comparing if received invoice details are compatible with data on a purchase order
• Verification of reasons for positive/negative price or quantity deviations
• Contacting suppliers in the events of missing deliveries, price deviations, etc.

The biggest advantages of having EFF on your side are:

• Saving your time by no longer needing to manually compare and check every single purchase order with received invoices
• Assurance that payment will be transferred only for goods and services that you have ordered
• Ability to accept or reject price or quantity deviations, which gives you control of expense management