Ask the collegues of the Accounts Payable department for their number 1 frustration and they are very likely to say “invoices addressed to “THE ORGANIZATION” (let’s say “Dell”) …. without any other reference. No PO (Purchase Ordre) number, no name, no location, no cost center, no project name, no nothing!
Now what? Who is going to approve the invoice so it can be paid. It is a legally correct invoice (let’s assume it is), but who of the X-thousand employees is going to approve the invoice?
This can now end!!
When you use InvoiceSharing as your Free Electronic Invoice Distribution Platform, that connects to your electronic invoices platform or invoice processing system, you can add your own Validation rules to the Validation module of InvoiceSharing. InvoiceSharing checks your invoices for legal compliance (per country), but you can add your own Validation rules.
For example – scenario 1: Let’s assume that your Procurement department has agreed with your supplier Office Depot that they only accept orders via a procurement system. As a result, each order must have a PO-number.
Your validation rules can be:
If “supplier” is “Office Depot”, and field “PO number” is “empty”, then “return invoice to sender”.
The result: The customer care department of Office Depot receives the invoices and can take appropriate actions. The Accounts Department does not receive the “garbage” anymore in their accounting system.
For example – scenario 2: For all the other suppliers, there are no specific agreements, but you always want at least 1 proper reference on the invoice.
If “supplier” is NOT “Office Depot”, and field “PO number” is “empty”, or field “contact name”, or field “cost center”, or field “project code”, or field “location name” is “empty”, then “return invoice to sender”.
The result: The supplier receives the invoices back that don’t have a proper reference and can take appropriate actions. The Accounts Department does not receive the “garbage” anymore in their accounting system.
That’s what InvoiceSharing means with: lower costs!
IS-Validate rules are a premium product and can be purchased in the marketplace in the InvoiceSharing application. Pricing is available at the Premium Products page.