Electronic Invoice Management

In order to provide the company employees working with Microsoft Dynamics AX with the possibility to manage effectively the invoice approval process NaviCon Group Company offers additional ExFlow module designed especially for electronic invoice management.

Benefits

• time and cost saving for document printing and transportation;
• possibility of a remote work;
• thorough control over invoice statuses;
• instant access to old invoices;
• simplified budget processing;
• quick creation of financial and annual reports;
• lmproved discount control;
• possibility to setup user reminders;
• paper free document workflow;
• security;
• vendor and employee statistics;
• easy to use;
• procedure control and document safety;
• transparence for audit;
• license economy: the employees who approve invoices do not use Microsoft Dynamics AX client.

Functionality

Electronic entry. Scanned copies of electronic invoices are linked to the corresponding transactions. The solution allows editing of VAT data, accounts and dimensions; and modifying the line types (General Ledger, Item, Charges, and Project).

• Creation of business rules. The organization can define the vendor invoices approval procedure by itself. The rules setup can be done with regard to various parameters, e.g. vendor, amount, office, project, date.
• Mapping with purchase orders. The solution allows mapping of invoices with purchase orders or deliveries.
• Projects. Invoice accounting per projects is supported.
• Routing. The solution initiates automatically the invoice approval procedure and suggests the approval route based on approval processing rules. The employee from the vendor settlement department with the corresponding access rights can decline this suggestion and defined the approval route manually.
• Approval and declining. The invoice approval procedure is done according to the predefined approval chain. Each responsible employee gets a notification by email with the request to prove or to decline the invoice. The solution registers the full invoice data, its corresponding documents and the approval history.
• Payment. The approved invoice is registered as completed.
• Overview. The employee from the vendor settlements department can at any time overview all invoices waiting for approval, approved, declined and blocked. Other employees can also view the invoices in accordance with their access rights.
• Reports. The solution allows report generation for all not yet approved invoices. Besides, it is possible to setup the filters in such a way as to include only those invoices that meet certain parameters, e.g. only the invoices waiting for approval, with certain cost allocations or to be paid before a certain date. It is also possible to filter only the invoices waiting for approval from a certain employee.
• Absences. The responsible employees can delegate their approval authorizations for the time of their absence.