This document discusses automating invoice receipt processes with an invoice portal from SEEBURGER AG. The portal allows paper invoices to be processed electronically, improving efficiency. It receives invoices through multiple channels, uses optical character recognition to extract data, and routes invoices through a validation and approval workflow before paying and archiving them. The portal provides advantages like standardized processes, increased transparency, and cost savings compared to manual invoice processing.

1. Automate Invoice Receipts
With a central Invoice Portal
Peter Fels | SEEBURGER AG

2. © SEEBURGER AG 2019 2
Electronic
release
Account
assignment
Paper invoices are time-consuming and very expensive
From receipt of incoming invoices to release, all steps of the process are logged in a revision-
proof manner
Receive
Scan &
Archive
Validate Gather
Manual
Approval
Pay
Invoice Receipt Process today
Invoice receipt process with SEEBURGER AG
Receive
Unwrap
Pay

3. © SEEBURGER AG 2019 3
Archiving Requirements for E-Invoices
 Manipulable
 Paper archive for
electronic invoices
 No archiving of
intermediate formats
 File System Archiving
Archives
 Retention period 10 years
 Revision-safe
 Compliance with Accounting
Rules in the respective County
 Size
• Original / Mappings / Protocols
 No information destruction –
all electronic information
needs to be preserved

4. © SEEBURGER AG 2019 4
1. Complex process
(no standardization possible)
2. Invoices remain unpaid
3. Often unnecessary cash discount losses
4. PDF invoices are printed out
(Risk of VAT pre-tax reduction)
5. Invoice Research is time-consuming
6. Risk of double payment of invoices
7. Invoice verification is often not carried out properly
(Risk of VAT pre-tax reduction)
8. Additional expense for credit memos
9. There is no central overview at all in invoice receipt
(No Invoice Ledger)
10. High scanning effort during archiving
Challenges for the invoice recipient –
With paper bills today?

5. © SEEBURGER AG 2019 5
SEEBURGER Invoice Portal
The Invoice Portal Service is supporting medium-sized companies with Non-SAP ERP systems and with more
than 2,000 incoming invoices per year. It enables these companies to process incoming invoices 100%
paperless and electronically. The incoming invoices can be assigned decentrally as well as released
technically and objectively. Your invoice approval process can thus be converted to digital processing in the
shortest possible time.

6. © SEEBURGER AG 2019 6
The Core Functions of the Invoice Portal
Input channels
Email / Mail & Scan / EDI
OCR process
Validation for complaince
in respective country
Validation of order
and goods receipt
Approval and
clarification
workflow
Export of archive
and document
data

7. © SEEBURGER AG 2019 7
Functionality SEEBURGER Invoice Portal
Entry
Channels
preparation Processing
EDI
Entry*
ZUGFeRD
Email
Entry
PDF
Email
Entry
Scanning
Entry ConversionRecognition
Validation
(legalcompliance,ERPmasterdata)
Accountassignment
Releaseandclarification
Online or
Customers Archive
Export
Orderandgoodsreceiptcomparison
Handover
master data
Supplier master data
Invoice Portal
Order and goods receipt data
*Optional
SFTP/AS2
BISExpress
Managed service
BISExpress(Mapping,RFC)
Accounts payable invoices
Post record in
in-house
format
E-mail Customer
post office box
Configurable workflow / Mandate and Deputy Regulations
ERP/FIBU system
CSV
TRAIn

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Connection options for input channels –
Invoice Portal Service
Master and scan data
Email data incl. body
SFTP
Standard
AS2
Standard
BIS Express
BIS link BIS Express BIS on Premise
SEE
Email polling
S/MIME
forwarding BIS on Premise

9. © SEEBURGER AG 2019 9
Document data transfer (outbound) Invoice Portal Service
Document data
(ERP/FIBU)
SEEXML clients
individual
RFC
Standard: Alternative: Customer-specific
Archive connection
Archive objects
index archive
file
Invoice
image
Invoice
Attachementss
Workflow
Logfile SEEXML Email Body
text
BIS Express BIS on PremisesBIS link
Online
Archive
Clients Archive
Alternative: Customer-specific

10. © SEEBURGER AG 2019 10
Central invoice ledger
Validation of cash discount, payment and processing time
frames
Integrated workflow for approval and clarification
Account assignment templates
Monitoring and statistics
Integrated supplier communication
Follow-up funtion
Multi-client capability
Audit-proof archiving
Administration by the customer's Line-of-Business
department
Connection of an online or customer archive
Key feature

11. © SEEBURGER AG 2019 11
Advantages for the customer
Standardized processes and optimized workflows
High savings potential of up to 90 %
Fast ROI usually after a few months
Support of all invoice entry channels
and formats
Increased quality and transparency
Improved cash management
Optimized Revision capability (audit and logs)
Highly secure operation in certified
German data center
Predictable costs
High investment protection

12. © SEEBURGER AG 2019 12
Goods Receipt-Related
Inspection
(GOOD_RECEIPT_ITEM)
Quantity must match all postions in
the Delivery Notes
Incoming goods
(GOOD_RECEIPT)
Quantity must match
- Quantity in all Delivery Note
- Order items match
Validation Variants per Purchase Order
Order comparison
(ORDER_ITEM)
Quantity and price must match
- Order Lot Quantity and
- Order Position Price
1 2 3

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From master data and user administration to
individual approval and clarification processes,
customer administrators can manage and control the
Invoice Portal Service themselves.
No Limits:
 Users / Groups
(incl. postprocessing/approval mandates)
 Number of Financial Company Codes
 Number of Suppliers
Self-organisation

14. © SEEBURGER AG 2019 14
 Fast Integration of future invoice formats
 Continuous improvement through automatic
learning methods
 Continuous further development
of the platform
Sustainable

15. © SEEBURGER AG 2019 15
Thank you very much
Questions or remarks?
We are here for you!
www.seeburger.com

16. © Copyright 2019 SEEBURGER AG. All rights reserved.
The information in this document is proprietary to SEEBURGER. Neither any part of this document, nor the whole of it may be reproduced, copied, or transmitted in any form or purpose without the
express prior written permission of SEEBURGER AG. Please note that this document is subject to change and may be changed by SEEBURGER at any time without notice. SEEBURGER‘s Software product,
the ones of its business partners may contain software components from third parties.
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All other product and service names mentioned are the trademarks of their respective companies.
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SEEBURGER Link ®, SMART E-Invoice ® and other products or services of SEEBURGER which appear in this document as well as the according logos are marks or registered marks of the SEEBURGER AG in
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 The information in this document is proprietary to SEEBURGER. No part of this document may be reproduced, copied, or transmitted in any form or purpose without the express prior written
permission of SEEBURGER AG.
 This document is a preliminary version and not subject to your license agreement or any other agreement with SEEBURGER. This document contains only intended strategies, developments, and
functionalities of the SEEBURGER product and is not intended to be binding upon SEEBURGER to any particular course of business, product strategy, and/or development. Please note that this
document is subject to change and may be changed by SEEBURGER at any time without notice.
 SEEBURGER assumes no responsibility for errors or omissions in this document. SEEBURGER does not warrant the accuracy or completeness of the information, text, graphics, links, or other items
contained within this material. This document is provided without a warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a
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© SEEBURGER AG 2019 16