An account payable Invoice Automation Solution

1. An Account Payable Invoice Automation Solution
YUBIK INVOICE MANAGEMENT
Powered by

2. Yubik Invoice Management (YIM)
YUBIK Invoice Management
YIM is an APIA: Account Payable
Invoice Automation solution.
YIM was created to respond to new
needs and opportunities for
automation in the processing of
Accounting Invoices.

3. 3
The Old Paradigm (of invoice management)
YUBIK Invoice Management

4. Multi-Country
 Process and data managed in accordance with the
country's legislation
 Specific and customizable workflows for each
individual country
 Current coverage (*)
 West EU: Italy, Spain, Portugal, France, DACH
 East EU: Russia, Romania (2021)
 North Am: USA, Canada (2021)
 LatAm: Chile, Colombia, Peru, Brazil (2021)
 FarEast: Hong-kong, China, Singapore
E-Invoicing
 Integrated with national tax
authority eInvoicing hubs (**)
 Data extraction from structured XML
for automated verification strategies
 Generation of courtesy PDF
(**) Italy, Chile, Colombia, Peru, Brazil, Mexico, Peru.
Directly o through 3rd part service providers
Vendor Proactivity
 Dedicated access for the vendor,
integrated with Jaggaer One
 Multiple strategies and channels to
allow vendors to submit a already
correct invoice
 The supplier participates in the
following troubleshooting process
Zero-Touch rate
 Automatic invoice data extraction and ERP
data match channels:
 98% with Vendor proactivity
 80% with eInvoice management
 50% with machine learning on PDF and
Paper
 Manual Three-way-match in help for
remaining invoices
 Automatic ERP booking of correct invoices
Collaborative Workflow
 Workflow with queue management able to
involve all the users and roles interested in the
process
 Approval workflows, Two-factor
authentication, Request for additional data or
documents
 Forwarding files to colleagues or collaborators
 Non pre-set dynamic flow
 Work Process Graphic Editor
ERP Integration
 Integrated with ERP systems for Vendor,
Company, PO, GR, and AP data
 Extensive integration with SAP systems.
Certified Software Package for SAP S4HANA
 Web Services available for integration with
other ERPs like JDE, Navision, AS400 or legacy
systems
(*) Countries belonging to projects under construction and production
Yubik Invoice Management (YIM)
YUBIK Invoice Management

5. YIM provides various strategies for acquiring incoming accounting invoices.
1. Tax-Authority: Invoices are automatically acquired by the centralized Hub and entered into the system and, if necessary, accessed by the
supplier to complete them.
2. Auto-Invoicing: Vendors selects POs and GRs to be invoiced, enters the header data and the invoice is generated automatically.
3. Invoice Authorization: Billing Approval. The supplier selects the order and amount/value that he requests to invoice, enters the header
data and receives a code to be included on the invoice. Upon receipt of the invoice, the code is intercepted and associated with the
approval.
4. Upload-Invoice: Vendors uploads a PDF invoice. If available, the relevant POs and GRs are optionally indicated. Local verification flow and
sending to the administration
5. Correcting-Invoice: Vendors uploads a correction invoice for a previously sent invoice indicating the changed goods receipts and all data
subject to correction.
6. Bulk-Scan : Management of massively scanned invoice flows. Machine learning recognition. (OpenText OCC)
7. Bulk-Upload: Integration software layer with third party systems for the automatic acquisition of lots of invoices in electronic format
8. Manual Paper/Mail: The local administration scans the paper invoice or extracts the attachment from the email and sends it to an email
address of the archiving solution
Invoice acquisition flows
5
YUBIK Invoice Management

6. Code Bank Account Checks
BA01 Invoice does not include bank account information or Vendor does
not have any Bank Account registered
BA02 Invoice does include bank account information that do not match
the any of the Vendor Bank Accounts
BA03 There is more than one bank account on the invoice and all of
match the Vendor Bank Accounts
Code Good Receipts Checks
GR01 The sum of the net amounts on the invoice is greater than the sum
the taxable amounts of the invoiced goods receipts in SAP
with all the orders on the invoice
GR02 The sum of the net amounts on the invoice is lower than the sum of
the taxable amounts of the invoiced goods receipts in SAP
with all the orders on the invoice.
Code VAT Exempt Checks
VT01 The invoice has VAT-exempt lines
Code Custom Checks
CT01 …
CT02 …
This channel is dedicated to the processing of passive XML invoices which, thanks to the presence of clear data, allows for checks,
preventive analysis and important automatisms that fluidify the processing.
Tax Authority input channel: automatic checks
Code Vendor Checks
VN01 The vendor identified by the passed Vendor VAT is unique for the
given Destination Company
VN02 The vendor identified by the passed Vendor VAT is unique for the
given Destination Company
VN03 Invoice presents Withholding tax codes, but the Vendor does not
have Withholding tax codes
VN04 Invoice presents Withholding tax codes, but the Vendor has more
than one Withholding tax code
VN05 Invoice does not present Withholding tax codes but the Vendor
at least one Withholding tax code
Code Purchase Order Checks
PO01 Invoice does not present any PO numbers
PO02 Invoice presents more than one PO number
PO03 Invoice presents PO numbers but at least one does not match any
the Vendor assigned open POs
PO04 Invoice currency is different from the PO currency
Code Invoice Checks
IN01 Missing mandatory data like: InvoiceNumber, InvoiceDate,
VendorVAT, CompanyVAT, InvoiceNetTotal, InvoiceTaxTotal,
InvoiceTotal
IN02 The invoice has already been processed
6
YUBIK Invoice Management

7. This channel allows the vendor to upload his
PDF or XML invoice and select the relevant
orders and goods entries already present in
the ERP system.
1.Select one or more POs (Pos must have the
same currency and payment conditions)
2.Select one or more GRs of the selected Pos
3.Enter header data
4.Add tax exception information if required
5.Automatic PDF invoice generation (the
vendor download his copy of the invoice)
Vendor collaboration: Auto-Invoicing
7YUBIK Invoice Management

8. Invoice Sorting (triage)
YUBIK Invoice Management

9. Similar to the auto-invoice, This function allows the vendor to request an
authorization to the emission of the invoice. This is particular useful in those
contexts where there are no Orders and/or no Goods Receipts / Service Entry
Sheet.
The vendor may or may not attach a preview of the desired invoice, upload his
PDF or XML invoice and select orders and goods entries exclusively in the system.
The vendor is requested to enter the relevant information that qualifies the
department / person who needs to approve the authorization, this may be done:
- By selecting the purchase order number and the relevant line items
- By selecting the department
- By selecting the relevant person
Details necessary for giving the authorization, such as invoice amount and
description of the service are requested.
Once authorization is given, the vendor is allowed to upload an invoice against
the authorization obtained and/or send the invoice through the tax authority
input channel by specifying the authorization number in the appropriate field
Vendor collaboration: Invoice Authorization
YUBIK Invoice Management

10. The selected POs and GRs are
added to the invoice data
All POs with capacity of the
period "congruent" with respect
to the invoice dates
All billable GR can be selected to
reach and verify the invoice
amount received
10
3-Way-Match
For any invoice remaining issue, YIM offers a specialized form able to perform a
manual 3-way match for Invoice – POs - GRs
YUBIK Invoice Management

11. Triage:
Correct :
Erroneous :
To-be checked :
Auto-
Booking
ERP
Vendor
Involvement
Vendor
Manual
Three-way
match
Pre-booking Workflow
Internal
collaboration
Auto or
assisted
Booking
ERP
Post-booking Workflow
Internal
collaboration
Payment
queues
Once the invoice has been acquired, we proceed with a work process that is the result of successful best-practices
with our customers.
The flow can be adapted and shaped with "DocFlow Studio" according to customer needs.
Invoice processing flow
Tax Authority
Auto-Invoicing
Upload Invoice
Correcting Invoice
Paper/Mail
Bulk Upload
Bulk Scan
ERP
ERP Vendor
Legend
Local
Accounting
Local
Business Unit
Central
Accounting
Central
Business Unit
PeruChileColombia
Mexico Brasil Italy
Invoice Author.
ERP
11
YUBIK Invoice Management

12. Dashboard / KPI
YIM has a integrated and extensible dashboard and reporting platform able to present
information customized for user role / country / vendor company.
12
Each graphic panel can be Excel or PDF
or image exportable
YUBIK Invoice Management

13. 13
Integration with SAP
YUBIK Invoice Management
Automatic booking
Assisted booking

14. marketing@docflow.it
Contact Us
DocFlow Italia S.p.A. Tel. 02.57503366 | marketing@docflow.it
www.docflow.com
Follow Us on Linkedin!
www.docflow.com