SNP InvoiceFlow

SNP InvoiceFlow can be integrated with the intelligent OCR system that automates the preliminary entry of documents at the initial stage of the Electronic Invoice Flow process. The close integration with the SNP ECM system supporting the electronic processing, archiving and flow of documents and information ensures the permanent and safe archiving of documents. For users with different competencies and roles the solution offers three user interfaces (SAP GUI, SAP Portal, SAP Fiori).

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 Electronic Invoice Flow process.

SNP InvoiceFlow allows you to organize and systematize the flow of documents as part of the Electronic Invoice Flow process in electronic form and to eliminate the flow of documents in paper form.

SNP InvoiceFlow consists of three basic components:

• custom SAP components,
• the BCC ECM archiving system,
• the intelligent OCR system.

One of the custom SAP components is the Invoice Slip application, which is a logical overlay to the standard transactions for entering invoices in MM and FI SAP modules that allows you to run the Electronic Invoice Flow. Electronic Invoice Flow 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 SNP ECM 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 documents) 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 Slip has three visual layers which are designed for different target groups:

• SAP GUI interface – for financial experts/controllers, accounting departments and also end users working in SAP GUI,
• WebDynpro interface – for end users using e.g. SAP Portal,
• SAP Fiori interface (UI5) – for end users using a web browser (e.g. on laptops and mobile devices).

The Electronic Invoice Flow 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 Electronic Invoice Flow 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 SNP 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.

With SNP InvoiceFlow, the process of recording documents is faster, better documented, with a full control of the document processing stage. Thanks to this solution, 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.

As part of the standard SNP InvoiceFlow license, the customer receives:

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

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 SNP Poland.