Electronic invoices

The inPuncto inbox processing server captures and processes different invoicing formats such as:

• PDF / TIF format via email or paper scan,
• XRechnung (XML-Datei): UBL Syntax and UN/CEFACT Syntax
• ZUGFeRD invoices (PDF file with XML attachment)
• EDIFACT invoices,
• SAP IDoc invoices,
• Other country-specific invoice formats, such as.
  • ebInterface (Austria)
  • Factur-X (France)
  • FacturaE (Spain)
  • FatturaPA (Italiy)
  • Finvoice (Finnland)
  • Svefaktura (Sweden)

The inPuncto server processes the electronic invoice (e-invoice) or the PDF invoice received by email (optionally using OCR technology). It then initiates a separate workflow in SAP for each invoice. These invoices can reach the inbox processing server biz²ScanServer through various input channels:

Filing email invoices into a defined directory with drag and drop:

One option is to drag and drop the invoice attached to an email (e.g., ZUGFeRD, XRechnung, or an email PDF invoice) into a directory (for example, on the desktop) that is connected to the incoming mail processing server. The server automatically checks whether there are email invoices to be processed in this directory. If so, it retrieves the files and begins processing the invoices:

• Extraction of relevant invoice data via OCR text recognition for PDF invoices
• Matching and validation with SAP data
• Transfer of invoices to the archive
• Initiation of workflows in SAP

The processing workflow is the same as for paper invoices, except that the barcode is generated automatically by the system. The SAP invoice cockpit shows that a barcode has been defined for each invoice-workflow inside the system. From there, the invoice can be further processed with one click: auditing, account assignment if necessary, approval and booking. 
Afterwards, the original invoice and the invoice workflow protocol are attached to the posted invoice (using standard ArchiveLink). Generally, the biggest advantage of this procedure is the full control over the electronic email invoice processing.

Forwarding electronic invoices to the inbox-processing-server:

The invoices arriving via email normally contain a text and an attachment (an attached invoice). The recipient can directly forward the email with the attached electronic invoice to inbox processing server biz²ScanServer. 
However, it is also possible to create rules using Outlook to predefine where emails from a particular sender will be forwarded to. Besides you can pass the email-address of the processing-server directly to reliable suppliers. 
On the other hand, inPuncto server provides different input channels, among others an SMTP-input, which means one can address it externally using an email-mechanism. That’s where the SAP electronic invoicing processing starts and remains the same as described above. Moreover, it is now possible to file the complete email (in EML-format), so that information from the email is archived, as well.

Complement your SAP system specifically with the products of the ECM-Suite by inPuncto to have more convenience and security through additional functions on the way to digitizing your document-related processes. Flexibly expandable and usable in various combinations, your document-based processes can be digitized comprehensly and profitably.