A Harmonized Process for Approving and Forwarding Documents

Approval of Invoices Received with greater oversight

The module enables an advanced process for approving received invoices with multiple levels of approval, automatic distribution of documents to the appropriate personnel, and real-time monitoring of the process status.

Once invoices are received, they are automatically distributed to predefined groups based on the contact specified for each supplier.

Centralized invoice receiving

All received invoices are automatically imported into Documentation. Access to individual classifications can be restricted to authorized users who have the right to view invoices.

Automatic distribution to persons responsible

Once the document is received, the invoice distribution business process is triggered.

The system automatically assigns a person responsible, based on the information specified for the supplier in the Subjects register. In this way, each invoice goes through predefined levels of verification and approval.

If no person responsible has been designated for the supplier, the document is not included in the automated approval process. In this case, it can be submitted to the approval process manually.

Monitor the status of a document at any time

At any time, you can check what stage of the process a document is in:

• The approval process,
• Rejected,
• Finished.

Statuses provide a simple and clear overview of the current status of each invoice.

Transparency without having to search for additional information

The table shows the person responsible, so you can immediately check who is handling the invoice and in what stage of the process it is.

This allows users to check at any time:

Who currently has the document,
Where in the process there might be a bottleneck,
Flexible invoice processing in accounting.

Once the approval process is complete, the accounting department can select the appropriate method for posting the invoice:

• Importing an XML document,
• Manual entry,
• OCR processing of invoices.

Advantages of the solution

Automated invoice approval process
Clearly defined responsibilities and approval levels
Less manual handling of documents
Faster processing of invoices received
Clear and transparent tracking of the document status
Easier detection of delays and rejected invoices
Greater security and better control over access to documents

Who is this solution intended for?

This solution is designed for companies that have:

• Multiple levels of invoice approval,
• Decentralized cost approval,
• Need for greater oversight of the approval process,
• A large number of invoices received and users involved in processing them.

Key value of the solution

PANTHEON offers much more than just invoice processing. When set up correctly, it becomes an effective tool for managing documents, responsibilities, and approval processes.