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    Accounts payable

    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

    Do you need more information?

    Get in touch with our team.
    Contact us

    Read case studies of clients who used the above part of our offer:

    Haldex Sweden

    Haldex is a corporate group of Swedish origin which operates in eighteen countries within the continents of Europe, Asia, North and South America. Haldex concentrates on brake and hydraulic components, as well as other products aiming to improve vehicle safety.
    Read more

    Tikkurila Sweden

    Tikkurila is a leading Finnish company in the paint industry known for its strong brands, high-quality surface treatment products and expert services. EFF came to know them through our partnership with Medius, a provider of an invoice workflow automation system that Tikkurila was implementing alongside a new ERP system in form of Microsoft Dynamics AX and in fact, those programs are very often used while coordinating accounts payable outsourcing..
    Read more

    Duni GmbH

    Duni GmbH as well as Duni Logistik GmbH, belong to Duni AB, an international group which is listed on the Stockholm stock exchange. Alongside Duni GmbH, Duni AB has five other production units in Sweden, Germany, Poland, New Zealand and Thailand.
    Read more

    Duni AB

    Duni AB is a corporate group founded almost 60 years ago, headquartered in Malmö, Sweden, that designs, produces and markets table setting products. It also provides packaging and packaging systems to the take-away market.
    Read more

    Haldex Poland

    Haldex is a Swedish corporate group operating in eighteen countries within four continents (Europe, Asia, North and South America). This case study concerns their Polish entity. The Haldex Group focuses on providing brake and hydraulic components for vehicles to improve and enhance their safety.
    Read more

    Duni Sales Poland

    Duni Sales Poland is part of the Duni Group and one of the three Polish companies founded in 2006 when Duni Poland was split into: Duni Poland, Duni Sales Poland and Duni EFF.
    Read more

    Cederroth AB

    Cederroth is a company within the Orkla group which sells a portfolio of brands within the personal hygiene and care market.
    Read more

    Thule Poland

    Thule is a Swedish company with a global presence and a market leader in several product categories relating to outdoor and transportation products.
    Read more

    David Lloyd Leisure Limited

    David Lloyd Leisure Limited is a leading chain of fitness clubs based in the United Kingdom. Founded in 1982 by former tennis player David Lloyd, it has grown into the largest health, fitness, and leisure company in Europe, with 130 clubs across nine countries.
    Read more

    Services

    List of other accounts payable services

    • Booking bank statements
    • Bank account reconciliation
    • Preparing manual payments
    • Preparing tax payments
    • Preparing payment files
    Learn more about these services
    • Checking reminders
    • Chasing missing invoices
    • Intercompany reconciliation
    Learn more about these services
    • Workflow system administration
    • Workflow system implementation
    Learn more about these services
    • Consulting
    • Temporary work
    Learn more about these services
    Łukasz Gauza
    Service Manager

    Contact

    Does processing your invoices take too long and you receive a lot of reminders?

    Do you want to make your AP/P2P process more efficient? Does it generate you more costs than you anticipated? Are looking into outsourcing it?

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