EASY Invoice Smart description of services / specifications

1. General Information

1.1 EASY Invoice Smart Basic Information

  • EASY Invoice is the efficient solution for digital invoice processing. Incoming invoices are captured in a secure and transparent process and invoice information is reliably extracted. The invoice then passes through a verification and approval workflow, booking data is transferred to the downstream ERP system and the invoice is archived in an audit-proof manner if required. As the responsible manager, you retain an overview of your invoice processes at all times. EASY Invoice integrates harmoniously into an existing IT landscape and grows with the company. EASY Invoice simplifies your invoice receipt process. All incoming invoices are first scanned or imported by the system. The data can be read out with high accuracy and checked for correctness and plausibility by comparing it with existing information from other sources (e.g. ERP systems). At the same time, a formal check (e.g. §14 UstG) is carried out on the one hand and a comparison with the order on the other. The data validated in this way is then transferred to the review and approval workflow. Clerks, cost centre managers and accountants receive their transactions automatically and can fully concentrate on their tasks in the processing chain. In the next step, the checked and approved invoices can be transferred to the ERP system for posting and finally, if required, stored in the digital archive in an audit-proof manner. Digitised documents are thus available to all authorised users both during the verification and approval process and at any later time. This access can take place both from the solution itself and seamlessly from a connected ERP system.
  • EASY Invoice Smart is the standardised “out of the box” solution from EASY Invoice (see above). It enables a best-of-class approach to electronic invoice processing onPremises or in the EASY Cloud without adapting scripts or workflows. With just a few configuration steps, by consultants or expert users, customers get complete invoice processing according to the cost accounting audit. The degree of standardisation of EASY Invoice Smart covers the essential customer requirements for an EASY invoice solution, and is the result of years of experience in this field. The options for project-specific customisation have been deliberately limited for the benefit of an extremely short implementation phase.

1.2 Differences EASY Invoice Smart Cloud / EASY Invoice Smart onPremises

1.2.1 Operation

  • Operation of the EASY Invoice Smart Cloud solution and the extraction components takes place exclusively on the EASY SOFTWARE AG platform (EASY Cloud) and is supported by the EASY SOFTWARE AG Managed Service Team.
  • Operation of the EASY Invoice Smart onPrem solution and the extraction components takes place exclusively on the customer’s servers and is supported by the customer.

1.2.2 Adaptations & Configurations

  • With EASY Invoice Smart Cloud, customisation options are only available on the basis of the configuration masks, e.g. release matrix or connection of the e-mail inbox. Further customisations are not provided.
  • With EASY Invoice Smart OnPremises, adjustments can be individually defined and configured within the scope of callback scripts. However, it must be noted that under these circumstances, future updates and upgrades cannot simply be imported, but must be planned and calculated as a consulting project subject to a charge.

1.2.3 Updates & Upgrades

  • The current version of EASY Invoice Smart released by EASY Development is always used for EASY Invoice Smart Cloud.
  • When using EASY Invoice Smart OnPremises, the Customer is responsible for the up-to-dateness and operation of the EASY Invoice Smart solution used. No support can be guaranteed for discontinued versions.

1.2.4 Add Ons & Connectors

  • When connecting an ERP system (ERP connector), the functionality of the customer-specific connection and transfer parameters (booking records) must be checked with the update / upgrade of EASY Invoice Smart.
  • The connection of an ERP system must be evaluated and implemented by a separate consulting project.

2. Product specifications

2.1 Invoice input channel

2.1.1 Paper invoices

  • Paper invoices can be captured using various sources, e.g. smartphones, workplace scanners or multifunctional devices (MFPs). This means you can capture paper invoices almost anytime and anywhere and transfer them to the invoice run.
  • The digitised, paper invoices are sent by the respective device mentioned above using the device-specific e-mail send function to the mailbox configured for EASY Invoice Smart and processed there.

2.1.2 E-mail

  • Invoices are read and processed exclusively from e-mail mailboxes configured in EASY Invoice Smart.

2.1.3 Invoice file formats

  • The following file formats for incoming invoices are supported by EASY Invoice Smart
    • JPG
    • PDF
    • XML

2.2 Invoice processing

2.2.1 E-mail

  • Regardless of the type of invoices and their capture (e.g. by smartphones, workplace scanners or multifunction devices), invoice processing always starts when the invoices are received in the corresponding EASY Invoice Smart e-mail box.
  • Invoices received via the EASY Invoice Smart e-mail inbox are displayed in the inbox and can be transferred to extraction – optionally after manual verification.

2.2.2 Extraction / validation with master data

  • The invoices – together with the master data – are transmitted to the extraction service.
  • The master data must be provided by the customer using a corresponding file (e.g. . csv) and integrated by EASY Managed Service.
  • In case of discrepancies, the invoices are displayed in the verification client and can be corrected manually if necessary.

2.2.3 Extraction / validation without master data

  • The invoices are transferred to the extraction and stored in the verification basket after extraction.
  • In the internal verification client, the extraction results are compared with the master data and displayed for verification. The quality of the recognition of the contents in the respective fields is also indicated by colour codes.
  • In this case, neither vendor nor order information is available for selection.

After verification, the document is transferred to the invoice release workflow (see 2.3).

The quality of extraction with master data transmission is many times higher than the quality of extraction / validation without master data transmission, as without master data there is less information available for intelligent matching of the invoice data.

In the case of an extraction / validation without master data transmission, the results must be corrected manually or additional contents must be recorded.

Basically, the quality of the document determines the quality of the extraction results. High-contrast, clear writing produces better results when extracting digital documents and scans than light writing on white documents. In addition, the use of so-called “readable PDFs” also increases the extraction quality.

2.3 Invoice release – Workflow

2.3.1 Drawing list

  • One drawing area can be created for each accounting area. An empty drawing area already exists in the delivery, which applies to all accounting areas that have not been assigned their own drawing area.
  • In the subscription circle, the members are assigned to the respective release levels.
  • A signature rule exists for each drawing circle in which the licensed release levels can be set up.

2.3.2 Release levels (Levels/Tiers)

  • In the standard version, 3 release levels incl. factual check are displayed, which can be increased to up to 5 release levels by means of a corresponding licence extension.
  • Different release limits can be defined at each release level.

2.3.3 Four-eyes principle

  • A four-eyes principle for the drawing circle or a four-eyes principle at certain release stages can be defined.
  • The four-eyes principle at the drawing circle specifies that the four-eyes principle applies at each release level. This means that a second person with the appropriate authorisation must always give approval for the invoice to be processed further.
  • If the dual control principle is activated at a release level, the document to be released is presented to two different users of the same release level for release. Here, the dual control principle only applies to the release level at which it was activated.

2.3.4 Routing groups

  • Dynamic routing
    • Dynamic routing offers wildcards as the only route, so that each subsequent routing group must be selected manually.
  • Defined routing groups
    • Routing groups determine the course of an invoice through the different departments.
    • If there is more than one route for an invoice, a selection for the next Possible Department is displayed to the user who is currently approving.
    • If only one defined route exists, the invoice is passed on without selection.
    • If no route applies, the wildcard routing group is used as a fallback. Members of this routing group (e.g. accounting) can then create or have created additional routes or transfer the invoice of an existing route.

2.3.5 Invoice receipt

  • The approval group receives the invoices to be released in its dedicated group inbox.
  • Any member of this approval group can approve invoices from this group inbox.

2.3.6 Cancellation / Return to Subject Check / Return for Revision

  • When an invoice is cancelled, the invoice is sent directly back to the previous workflow manager.
  • Invoices can be returned to the substantive audit if they are incorrectly allocated.
  • In case of an assignment to a non-existing routing group, the invoice is transferred to the accounting department.

2.3.7 Substitution rules

  • Responsibility and representation for the invoices are realised through the group mailboxes (release pool). At least two persons must be defined for each release level.

2.4 Posting in the ERP system

2.4.1 Without connection to an ERP system

  • Without a technical connection to an ERP system, a list of released invoices is generated for manual reconciliation with the ERP system.
  • This report is also provided as an exportable CSV file and can be used by the customer as an import file for the ERP system used.

2.4.2 (Optional) Booking in the ERP system with technical connection of an ERP system

2.4.3 Supported ERP systems

  • Microsoft Dynamics 365 Business Central
  • Datev Connect

2.4.4 Connection of the ERP system

  • The connection of the ERP systems supported under 2.4.3 supported ERP systems must be carried out by a consultant in order to configure the customer-specific connection and transfer parameters (booking records).

2.4.5 Scope of services for booking in the ERP system

  • From the invoices, the booking records defined in 2.4.2 defined by the Consultant are transferred to the ERP system.

The list of supported ERP systems corresponds to the status at the time of creation / revision of this document. Subject to changes and additions.

3. Workflow Invoice

3.1 Workflow description

  • Invoice receipt:
    • The invoice is in digital form (see also “Invoice file formats 2.1.3”) in a dedicated e-mail box. Paper-based invoices can be scanned by MFP or smartphone and sent to the dedicated email box.
  • Invoice extraction:
    • The invoice is transferred from the dedicated e-mail box to the EASY Extraction Service, which reads the contents of the invoice (see also “Extraction with / without master data 2.2.2 and 2.2.3) and, after reading, transfers it to the verification client for manual post-processing.
  • Invoice verification:
    • After extraction, the invoice is transferred to a Verify Client. Here, a manual review and post-processing of the invoice information automatically recognised by an extraction service is carried out.
  • Invoice approval workflow:
    • After the manual invoice verification has been completed, the invoice release workflow starts in EASY Web Client. Detailed information on the invoice workflow and the standard scope of functions can be found here: “Invoice Release Workflow 2.3”.
  • (Optional): Archiving in EASY Archive (GoBD compliant, IDW PS-880 certified)
    • Chargeable option: After the invoice approval workflow has been completed, the invoice can be archived in the revision-proof EASY Archive Cloud in compliance with the GoBD.
  • Posting in the ERP system
    • After the invoice release workflow has been completed and the invoice has been released, an invoice list is created for matching the invoices in the ERP system. See 2.4

3.2 Overview workflow (graphic)

easy invoice smart workflow description

3.3 Description of necessary customised individual settings

The following settings must be made individually for each customer:

  • Configuration screen
  • Release matrix
  • Connection of the e-mail box
  • Customised system and communication settings
  • Structure of the invoice list
  • Connection to ERP system (optional)
  • EASY Archive connection (optional)

4. Certifications