Complete control over the purchase process, from order placement to invoice posting

In many companies, the process of processing received invoices still relies heavily on manual work. Invoices arrive in various formats (e-invoices, PDF documents, scanned invoices), and employees must manually search for the corresponding purchase orders, packing slips, or receiving forms, verify that the data matches, and then enter the invoice into the ERP system.

This way of working is becoming increasingly problematic, especially in companies with a large number of purchase documents and suppliers, where even minor errors can cause delays in posting, additional administrative work, or even incorrect payments.

In practice, companies often face the following challenges:

• Manually searching for linked purchase orders and receipts,
• Time-consuming verification of consistency between the order, delivery, and invoice,
• A large amount of manual data entry,
• Duplication of administrative work between Purchase and Accounting,
• Posting errors due to incorrectly linked documents,
• Unclear status of an individual account in the approval process,
• Time-consuming processing of invoices with a large number of lines.

With PANTHEON’s advanced automation, the system automatically reads the data from an Invoice Received, finds the corresponding order or invoice, verifies the data, and, if there is a perfect match, automatically processes and posts the invoice without any additional manual intervention.

Automatic recognition of linked documents

Upon receiving an invoice, the system automatically extracts key information from the document:

• For e-invoices, directly from an XML file,
• For PDF documents, using OCR recognition of Typless packages.

The system pays special attention to the “Linked Document 2” (acDoc2) field, which refers to an internal purchase order or an invoice document. For the system to function properly, the invoice issuer must include this number on the invoice or in the XML file for e-invoices.

After identification, the system:

• Finds the appropriate document in the ERP system,
• Checks for consistency with the internal document (see the following points for more details),
• Automatically creates a link between the two documents,
• Saves the link in the “Links” tab of the documentation.

The invoice is thus linked to the corresponding business event upon import and is ready for further processing. This link ensures that information from the linked document can be accessed quickly and easily from both sides of the link. In the DMS, clicking the link opens the relevant internal document, while in the internal document, the “Documentation” tab displays the received invoice from the DMS.

Automatic verification between the order/receiving and the invoice

One of the solution’s most important features is automated document compliance checking (3-Way Matching).

The system compares:

• The order, and/or
• Invoice or packing slip,
• To the invoice received.

During the verification process, the system checks:

• Quantities,
• Prices,
• Discounts,
• Tax rates,
• Terms of delivery,
• Total amounts,
• The final calculation for the document.

If all the data is consistent, the system saves the document under the preset document type, marks it as verified, and prepares it for automatic posting.
This significantly reduces the need for manual checks and increases the reliability of the entire process.

Automatic import without manual entry

Once the system finishes verifying the data in the linked document, the import form imports the following from the XML (for e-invoices) and .json files (for PDF invoices) into the preset document type:

• Document header,
• All lines,
• Linked order and/or packing slip,
• Financial data,

The accounting department thus receives a document that has already been reviewed and prepared, without the need for additional data entry.

Intelligent management of exceptions and deviations

In practice, not all invoices are fully consistent with purchase orders or receipts.
For this reason, the system includes a mechanism for handling exceptions.

If:

• The linked document was not found,
• acDoc2 is not recognized,
• The quantities do not match,
• Prices vary,
• There is missing information in the document header,
• Data for certain items is missing.

The system automatically creates a task for the person responsible. Within the task, a tab for the linked Documentation form is opened for the person responsible, where the user can search by orders and Receive documents. Depending on the subject listed in the documentation table, the user is shown only the unlinked documents for that subject in the list of links.

When you select the “All” option, the list displays all documents for that subject – whether linked or not.

After the link is confirmed, the process continues with the invoice import. Here again: if the system cannot find all the necessary data for automatic import, a task for entering the invoice is opened for the user. Following the standard procedure, the user checks and, if necessary, supplements the header and/or line data.

Complete traceability and control of the process

Each step of the process is automatically recorded in the Chat Log.

Users can check the following at any time:

• Who processed the document,
• Which documents were linked,
• What checks were carried out,
• What discrepancies were identified,
• Who confirmed the document,
• When was the invoice posted.

Document statuses are automatically updated throughout the entire process, ensuring complete transparency and an audit trail.

Benefits for your organization

• Automatic linking of invoices to purchase orders and invoices
• Automatic data extraction from XML and PDF documents
• Automated document compliance check (3-Way Matching)
• Faster posting without manual data entry
• Fewer errors and greater process reliability
• Automated management of exceptions and deviations
• Complete traceability of all activities
• Greater productivity in Accounting and Purchase
• Shorter processing time for invoices received
• Greater control over costs and the purchase process

Who is this solution suitable for?

This solution is particularly suitable for:

• Manufacturing companies,
• Commercial companies,
• Companies with a large number of suppliers,
• Organizations that receive a large number of invoices,
• Companies with established purchase processes,
• Companies that want to automate control between the order, receiving and invoice,
• Organizations that want to reduce their accounting workload.

Key value of the solution

The solution does not merely automate the import of invoices; it integrates the entire purchase process into a unified digital system.

With automatic recognition of linked documents, automated compliance checks, and the option for automatic posting, the company gains a significantly faster, more accurate, and fully traceable process for processing invoices received.

The result is less administrative work, greater control, faster posting, and reliable management of purchase and financial processes without unnecessary manual interventions.