Automatically process incoming invoices inside SAP
Automatically process incoming invoices inside SAP
AUTOMATE INCOMING INVOICES INSIDE SAP
If incoming invoices are processed manually in companies, it takes an enormous amount of time and can be very prone to errors – especially with a large volume of invoices. This important process should actually be digitized and carried out as quickly as possible. For this reason, we have developed invoiceLINE, which allows you to automate incoming invoices and process them directly inside SAP. It also speeds up the invoice receipt process to less than a minute – without any manual effort.
SAP-certified solution for incoming invoices
The invoiceLINE is certified for SAP ERP ECC 6.0 as well as S/4HANA On-Premises, S/4HANA Cloud (Private Edition) and RISE with SAP (Private Edition). It always works on the current basic standard of the existing S/4HANA release.
Fast invoice entry completely inside SAP
With our invoiceLINE, you can process your incoming invoices directly in your SAP system. Our free-form recognition inside SAP ensures fast invoice capture in under a minute. This means that module changes are possible more quickly.
Processing of all common invoice formats
Whether paper, e-mail with PDF attachment, EDI, XML, ZUGFeRD, IDoc or XRechnung: invoiceLINE processes all incoming invoices centrally and completely electronically. The big advantage: you don't need any other solution or interface.
Numerous customizing options & workflows
Based on a strong standard, we offer you numerous extensions and extensive customizing options. Individual workflows can also be integrated and adapted to your requirements.
CORE PROCESS AND FUNCTION
Step 1: Invoice receipt
Your invoices can arrive in various ways. Invoices received by post are digitized using a scanner solution and then automatically forwarded to the archiving system. When an email is received, the email attachments are recognized as an invoice by mailHANDLERpdf and then forwarded accordingly. E-invoices in accordance with EN 16931 can be processed with our e-invoice module.
Step 2: Recognizing and processing the invoice inside SAP
The invoice is then sent to an OCR server via the archiving system, where it undergoes optical character recognition. Further processing takes place using our free-form recognition inside SAP, which gives the characters meaning, assigns values and stores the data according to the fields in the SAP system.
Step 3: Visual or automatic inspection
The invoices are collected and displayed in the workCENTER. From there, you can check, edit and book the invoice directly or initiate an approval process in the next step. If you decide to use dark booking and the invoice is flawless, the booking process is already completed here.
Step 4: Initiating a release process
Workflows for factual release and payment release can be executed automatically in invoiceLINE. These are clearly defined during implementation and stored in transactions in the SAP system.
Step 5: Posting the invoice in the SAP system
Once the approval process is complete, the invoice is returned to workCENTER. As invoiceLINE recognizes and takes into account company codes and all other important data, the invoice is posted according to your requirements, stored correctly in the SAP system and archived in an archiving system.
POSSIBLE EXTENSIONS
mailHANDLERpdf - Invoice receipt by e-mail
The so-called mailHANDLERpdf is required to process invoices received by e-mail. This recognizes the content of e-mails, processes it and passes it on to the SAP system. The mailHANDLERpdf is highly recommended for customers who receive most of their invoices by e-mail.
E-invoice module - processing of e-invoices
E-invoices in accordance with EN 16931 can be processed with our e-invoice module. The e-invoices are received via the mailHANDLERpdf. The XML data is then mapped via the module to the corresponding fields in invoiceLINE. Subsequent workflows and post-processing according to the invoiceLINE standard.
Position recognition - more efficient dark booking
Whereas in the past, data was mainly recognized from the header and the item information from the order was enriched, our item recognition can now work with actual data from the items of the document, which offers a variety of new possibilities. Ultimately, the improved recognition quality can also increase the dark booking rate.
reportENGINE - Reports for process improvement
Helpful reports can be generated with reportENGINE. The findings from these reports can be used, for example, to improve, expand or, if necessary, streamline the invoice receipt process. Examples of reports are Recognition evaluations, dark posting yes or no, payment run report, throughput times (process to final posting), and many more.
caseENGINE - Release process in view at all times
The caseENGINE is used to set up individual dynamic workflows using different transactions as well as comprehensive monitoring: those responsible can keep an eye on the status of all processes at all times and intervene if necessary. Technical monitoring means that any problems that may arise can be proactively averted.
Escalation management - acting quickly
The following escalation mechanisms are set up for the special handling of unprocessed workflow processes:
Escalation level 1: First reminder email to workflow recipient (4 working days)
Escalation level 2: Retrieve process back to process owner (2 working days after escalation level 1)
Our invoiceLINE experts will be happy to advise you on escalation management without obligation.
syntaxANALYZER - for international roll-outs
Everyone wants to keep the costs of an international roll-out as low as possible. With syntaxANALYZER, this is no longer a problem. A reasonable relationship is established between the license and consulting costs and the volume of processes.
Did you know? With the additional syntaxANALYZER application, only one-off roll-out costs are incurred – no licenses per country or language.
POSSIBLE EXTENSIONS
mailHANDLERpdf - Invoice receipt by e-mail
The so-called mailHANDLERpdf is required to process invoices received by e-mail. This recognizes the content of e-mails, processes it and passes it on to the SAP system. The mailHANDLERpdf is highly recommended for customers who receive most of their invoices by e-mail.
E-invoice module - processing of e-invoices
E-invoices in accordance with EN 16931 can be processed with our e-invoice module. The e-invoices are received via the mailHANDLERpdf. The XML data is then mapped via the module to the corresponding fields in invoiceLINE. Subsequent workflows and post-processing according to the invoiceLINE standard.
Position recognition - more efficient dark booking
Whereas in the past, data was mainly recognized from the header and the item information from the order was enriched, our item recognition can now work with actual data from the items of the document, which offers a variety of new possibilities. Ultimately, the improved recognition quality can also increase the dark booking rate.
reportENGINE - Reports for process improvement
Helpful reports can be generated with reportENGINE. The findings from these reports can be used, for example, to improve, expand or, if necessary, streamline the invoice receipt process. Examples of reports are Recognition evaluations, dark posting yes or no, payment run report, throughput times (process to final posting), and many more.
caseENGINE - Release process in view at all times
The caseENGINE is used to set up individual dynamic workflows using different transactions as well as comprehensive monitoring: those responsible can keep an eye on the status of all processes at all times and intervene if necessary. Technical monitoring means that any problems that may arise can be proactively averted.
Escalation management - acting quickly
The following escalation mechanisms are set up for the special handling of unprocessed workflow processes:
Escalation level 1: First reminder email to workflow recipient (4 working days)
Escalation level 2: Retrieve process back to process owner (2 working days after escalation level 1)
Our invoiceLINE experts will be happy to advise you on escalation management without obligation.
syntaxANALYZER - for international roll-outs
Everyone wants to keep the costs of an international roll-out as low as possible. With syntaxANALYZER, this is no longer a problem. A reasonable relationship is established between the license and consulting costs and the volume of processes.
Did you know? With the additional syntaxANALYZER application, only one-off roll-out costs are incurred – no licenses per country or language.
MANDATORY E-INVOICING IN B2B IN GERMANY FROM 2025
Electronic invoices will be mandatory in the B2B sector in Germany from 2025. Companies must therefore be able to process electronic invoices as early as 2025. Corresponding VAT regulations are contained in the Growth Opportunities Act, which the Federal Council finally approved on 22.03.2024 following a mediation process.
The invoiceLINE e-invoice module enables the automatic processing of electronic data formats without media disruptions. Our free-form recognition ensures that the XML data is mapped to the corresponding fields in the SAP system. Be ready now for the upcoming e-invoicing obligation in the B2B sector, both in Germany from 2025 and internationally, with our invoiceLINE.
Compliance with legal requirements
Processing of incoming e-invoices in accordance with EN 16931
Automated processes
Optimization of e-invoice processing through automated import of invoice data
100% recognition rate
No breaks in the recognition of relevant invoice data
Overview of all e-invoices
Overview and processing of all incoming e-invoices of a processor or team of processors
OUR SERVICES
To ensure that the solution is tailored precisely to your requirements and needs, we look at your current processes and workflows together with you. We use a questionnaire and workshop to determine the optimum solution for you. In addition to the actual implementation, we also train your employees and carry out tests. Following the project, we are your reliable partner for version updates and support.
Questionnaire
Clarification of requirements via questionnaire
We use a questionnaire to determine your requirements for our solution. We ask you in what form and how many documents you receive, which archiving system you currently use and a few other points relating to your organization and current SAP system.
This enables us to provide more specific information on implementation when preparing the quotation and prepare the workshop in the best possible way.
Workshop
Presentation of the solution adapted to your requirements
In a workshop, we create a clearly structured project guideline with your project participants. This is based on your process and SAP system requirements with the help of best practices.
Implementation
Implementation of the solution
Based on the workshop, we implement the solution for you. In addition to the standard process, we are also happy to implement additional applications for your individual requirements and needs.
Trainings
Training your employees & go-live
In addition to extensive training, we also carry out important tests to ensure that your employees can work flawlessly with our solution and that all processes work the way you want them to.
During the go-live, we work closely with you to ensure a smooth transition to the new process.
Support
Version updates & support
We are also your partner beyond the implementation. In addition to important version updates, we also offer you comprehensive SAP support from experienced SAP experts from the abilis group.
YOUR BENEFITS
Easier. Faster. More transparent.
With our invoiceLINE, you can automate incoming invoices and significantly reduce the time and effort required for invoice processing. You too can save considerable time and money with the SAP-certified invoiceLINE process automation solution.
Relief for your bookkeeping
Time and cost savings
High recognition rate
No interfaces
Familiar working environment
Continuous further development
Relief for your bookkeeping
Your accounting department saves on manual typing and can concentrate on its core tasks again.
Time and cost savings
Digitized and automated processes can significantly reduce invoice processing costs.
High recognition rate
Our invoiceLINE is characterized by a high recognition rate. If position recognition is integrated, this can even reach over 90%.
No interfaces
The entire process takes place inside SAP. This means that you do not have to worry about your data, as it does not end up outside the SAP system.
Familiar working environment
Thanks to the complete SAP integration, your employees do not have to adapt to any new software.
Continuous further development
We are constantly dealing with new issues and continuously developing our products. This means you always benefit from new functions and improvements.
Important conditions
Invoice receipt
The higher your invoice volume, the higher your ROI (invoiceLINE lite version for SMEs).
Server for OCR
A server must be provided to connect OCR to SAP.
Archive solution
This is necessary for filing e-mails with invoice attachments.
Good master data maintenance
Your vendor and header data must be maintained without errors.
PDF specifications
Recognition works best with PDF files in black and white.
Scanner for letter post
A scanner is required for invoices received by post.
Important conditions
Invoice receipt
The higher your invoice volume, the higher your ROI (invoiceLINE lite version for SMEs).
Good master data maintenance
Your vendor and header data must be maintained without errors.
Server for OCR
A server must be provided to connect OCR to SAP.
PDF specifications
Recognition works best with PDF files in black and white.
Archive solution
This is necessary for filing e-mails with invoice attachments.
Scanner for letter post
A scanner is required for invoices received by post.
FOR MEDIUM-SIZED BUSINESSES
Are you looking for a solution for automated invoice processing, but currently process less than 50 invoices per day? We have created the invoiceLINE lite version, which covers all the functions you need. Thanks to the SME-optimized price model, you can achieve a high return on investment even with a low volume of incoming invoices and thus save valuable time and costs.
MORE INFORMATION
Have we piqued your interest? Then download our factsheet, register for our webinar or arrange a non-binding consultation. We have the latest release notes available for our existing customers.
Release Notes
Contact
Release Notes
We are constantly developing our invoiceLINE and regularly publish new release notes. Are you already an existing customer? Then find out about the latest product updates.
Contact
Please contact us for further information or for an initial, non-binding consultation.
where we have already made
where we have already made
invoiceswork
Wanzl GmbH & Co. KGaA
Wanzl GmbH & Co. KGaA
Industry sector:
Manufacturer of shopping carts and luggage transport trolleys
Alois Müller GmbH & Co. KG
Molkerei Alois Müller GmbH & Co. KG
Industry sector:
Food manufacturer
Nolte Küchen GmbH & Co. KG
Nolte Küchen GmbH & Co. KG
Industry sector:
Kitchen manufacturer
Sortimo International GmbH
Sortimo International GmbH
Industry sector:
Vehicle equipment, organization systems
Henkell & Co. Sektkellerei KG
Henkell & Co. Sektkellerei KG
Industry sector:
Beverage manufacturer
Stromnetz Hamburg GmbH
Stromnetz Hamburg GmbH
Industry sector:
Power supply