Overall process flow for Invoice Management Service (IMS).

Processes outside Acubiz IMS:

• An email with attached PDF invoice will be sent to [org]@acubizinvoice.com
  NB. Acubiz does not support signed / encrypted emails or password protected PDF files.
• Payment from ERP to Bank / supplier

Processes within Acubiz IMS

Process and treatment in Acubiz IMS (see below)

Acubiz IMS works with different roles:

Invoice processor

User that handles incoming invoices

• Processing of incoming emails from vendors
  • Make sure that the invoice is a valid invoice from a valid vendor
• Send invoice for scanning to lift invoice information and secure...
  • Correct supplier
  • Correct requester
  • Correctly approves
  • Correct posting for posting (not a requirement)
  • Correct financial dimensions (not a requirement)
• Send invoice to requester for approval of delivery

Requester

The user that initiated the purchase to be processed in Acubiz IMS must approve the delivery

• Approve the delivery and send the invoice on in flow to any. approve
• Can reject invoice and send back in flow to invoice processor
• Make changes to invoice information
  • Change requester if the wrong requester is selected based on the supplier setup or by the invoice processor
  • Change approver if incorrect approver is selected based on the vendor setup or by the invoice processor
  • Fill in or update the posting of the invoice (usually filled in by the invoice processor)
  • Select or change the correct financial dimensions (eg department)

Approver / Manager

User that approves invoices (if approval is selected)

• Approve the invoice and send the invoice on in flow to any. financial control
• Can reject invoice and send back in flow to the requester
• Make changes to invoice information
  • Change requester if the wrong requester is selected based on the supplier setup or by the invoice processor
  • Change approver if incorrect approver is selected based on the vendor setup or by the invoice processor
  • Fill in or update the posting of the invoice (usually filled in by the invoice processor)
  • Select or change the correct financial dimensions (eg department)

Finance

User that handles the final flow and export to ERP

• Approve invoices for posting in the accounts
• Possibly. reject back in flow to approver
• Check that the invoice is correct
  • Correct supplier
  • Correct posting
  • Correct dimensioning
• Export to accounting system

Administrator

User who creates vendors, accounts and other settings and is not involved in the invoice handling flow.

Setting up access and rights >>

Work flow in Acubiz IMS