PROXESS® Document Reader

In many companies, incoming invoices are still entered manually and, thus, by way of a time-consuming, errorprone process. The next step—invoice verification—is often performed manually as well. This frequently results in additional expenditure. In many cases, invoice data has to be re-entered and reprocessed due to input errors. This manual process often significantly delays the posting of invoices with the result that discounts cannot be taken advantage of because the corresponding discount periods have already expired. With the PROXESS Document Reader you can automate this process. Incoming invoices of all types (paper, PDF, e-invoice) are read out and the recognised recognised data for the subsequent processing and and verification process. Connectivity to the downstream ERP, workflow and accounting systems is established without much effort via standardized interfaces. The PROXESS Document Reader can process partial invoices, collective invoices, invoices with or without an order reference, as well as invoices with and without goods receipt and other inbound documents.

Relevant header and footer data, such as the invoice recipient, invoice date, invoice number, creditor, net amounts, VAT amounts, gross amounts, additional delivery costs and complete line item tables, is read from purchase invoices. The recognized data is checked for consistency, completeness and accuracy. The verification takes place based on highly intelligent principles and by means of artificial intelligence. Recognized invoice amounts, such as net, gross, VAT, etc., are verified with the aid of mathematical algorithms. Recognized data is checked against the master data from the ERP system and thus quickly corrected. With the recognition of line item data, incorrect quantity entries on invoices with an order reference are detected at an early stage by a comparison with the order data from the ERP system. Additionally, experience are drawn on for verification (for example: on invoices of supplier 4711, the invoice number is always in the upper right corner).

In addition to paper and PDF invoices, the current current e-invoice formats in Germany, XRechnung and ZUGFeRD are supported. From the incoming
XRechnung is used to generate a view document, which is passed on and forwarded and archived during processing. The solution will be successively supplemented with formats from other countries, staggered after the e-invoice goes live in these countries.

All creditors are identified on the basis of a single document definition. This ensures minimal administrative effort, while simultaneously providing the highest possible flexibility in the management of heterogeneous incoming invoice documents. Even on new documents previously unknown to the system, the relevant data is quickly identified. This self-learning approach also automatically leads to ongoing system optimization.

The recognized document data is transferred to downstream systems (e.g. ERP, accounting, workflow and archiving systems) for further processing. For
invoices with an order reference and without order discrepancies, direct account assignment is supported. With so-called “shadow processing,” invoices are automatically processed, from invoice capture and verification right up to the posting proposal. This allows you to completely automate the invoicing process and achieve enormous savings potentials for your company.

The PROXESS Document Reader is available in two versions: The standard version reads the header and footer area of an invoice document. This typically includes the invoice number, creditor, net and gross amounts and the payment terms. With the expert version, the line item data of an incoming invoice is also read and further edited. This includes fields such as the item number, order number, quantity, number, unit price, discounts, etc.

With the PROXESS Document Reader, you can also read incoming orders and order confirmations and thus optimize your order and procurement managemen