In this world of automation and the new standard for productivity, out-of-the-box Automated Invoice Imaging integration, provides you with a hands-free, paper-free, storage free process to create Payables invoices in Oracle Cloud. Supplier’s Invoices are emailed/scanned and Oracle Invoice Imaging will create the invoices in Payables. Let Oracle Invoice Imaging solution simplify the Invoice data entry and invoice routing for you. Streamline your business process so Oracle Payables invoices can be ready for quicker completion, approval and payment processing by the Payables personnel.
Introduction – Automated Invoice Processing (AIP)
Scan, Match, Validate, Approve and Pay !!!!!!!
Oracle Automated Invoice Processing Solution enables you to
- Automate how you receive invoices from your vendors.
- Automate Invoice import process to import Invoices into the Invoice Work area – Scanned info tile for Review, Correction, Validation, Approval, and Accounting.
- Automate extraction of key data points from the emailed invoice document and pre-populate the invoice transaction in your payables
- Automate routing of invoices to the designated person for review and further manual processing
How to Automate Invoice Creation Process
How do we achieve the Scan, Validate and Pay process using AIP
- Process Flow – Automated Invoice Imaging Process
- Getting Started – Out of the box Configurable
- Oracle recommendations – Do’s and Don’ts
- Payables Business Process – Streamlined business process for Invoice processing by Exception
- What to expect
Process Flow
Invoice Overview IU
Getting started
Application setups
- Default BU for the users
- Routing attributes (optional)
- Others – Tax
Imaging Configuration setups
- Provision Oracle designated Email account
- PO Format
- Line recognition – Disable/Enable
- Other optional configurations as needed…
Oracle’s Recommendations
- Avoid handwritten notes on the invoice.
- Supplier address should be clear on the invoice. Supplier Address on the invoice should match exactly the address in Oracle.
- PO number format should not be prefixed with “PO” or “NO”
- Attachments should not exceed 5MB
- Each email should not exceed 10MB
- The application supports invoices with the following file extensions: *.tif, *.tiff, *.png, *.jpg, *.doc, *.docx, and *.pdf. But to produce the best recognition results, the application converts the other document types (.png, .jpg, .doc, .docx) into the TIFF format.
- Do not send images in .xls or .xlsx format. If you send .xls files you will have unintended consequences.
- Make sure supplier addresses for pay site are not duplicate addresses in Oracle.
- New Supplier must be created in Oracle at least a day before the invoice is to be emailed to Oracle.
- Recommended PO format 3 alpha + 6-8 numeric value
- Non PO invoices like receipts should be entered manually
- Special character should be avoided in supplier Invoice number
- Verify the service provider or internal resource do not send duplicate invoices. If duplicate invoices are sent to the imaging server, the latter will be imported as “Incomplete” and be identified as a duplicate invoice. Users must review and delete them.
Payables Business Process
Streamline your payables process by
- Scan mailed/manual invoices
- Formalize policies for Utility invoices
- Set up Payment Terms for early payment discounts
- Use supplier types for processing
- Formalize Supplier creation and maintenance process
- Formalize Supplier address creation and maintenance process
- Create guidelines for Imaging exception resolution processes
Communicate the Invoice document requirements to the vendors
- Attachment size – 5MB
- Email size – 10MB
- Supporting Document protocol
- Handwritten notes
- The accuracy of the supplier address on the Invoice
- DO NOT send .xls document
Purchase Order Format – One time set up
- PO format for each Business Unit, if possible.
- 7to 8 digits in the PO Number
What to expect
Best case scenario
- Receive Invoice, Import invoice, PO matched all the invoice lines, validate, Auto approve, Run payment batch, Pay the vendor
Scan, Match, Validate, Approve and Pay !!!!!!!
- At the very least you have Invoice record with emailed vendor invoice as an attachment for manual processing
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